Executive Assistant to the Owners

Job Summary

We are seeking a highly organized and proactive Executive Assistant to support the Owners in managing their daily operations and strategic initiatives. This dynamic role requires a detail-oriented professional who excels in multitasking, communication, and project coordination. As the key point of contact for executive support, you will facilitate seamless office management, coordinate complex schedules, and assist with personal and business-related tasks to ensure optimal efficiency. Your energetic approach and dedication will empower the Owners to focus on high-level priorities while maintaining a well-organized and productive environment.

Duties

• Manage and coordinate the Owners’ calendars, including scheduling meetings, appointments, and business travel arrangements using Microsoft Outlook Calendar and other productivity software.
• Provide comprehensive administrative support such as drafting correspondence, proofreading documents, and handling confidential information with discretion.
• Organize and plan events, meetings, and conferences, ensuring all logistics are handled efficiently from venue selection to catering arrangements.
• Oversee office management tasks including filing, data entry, bookkeeping using QuickBooks, and maintaining office supplies inventory.
• Facilitate internal communication by preparing reports, presentations, and memos.
• Help refine conference presentations, submit abstracts at deadlines.
• Coordinate project management activities by tracking deadlines, preparing progress reports, and assisting with task prioritization.
• Handle business travel arrangements including flight bookings, hotel accommodations, transportation logistics, and expense reporting via DocuSign or similar platforms.
• Support personal assistant duties such as managing personal appointments for the Owners, running errands when necessary, and handling phone etiquette professionally.

Skills

• Proven experience as an executive assistant or personal assistant supporting high-level executives in a fast-paced environment.
• Exceptional organizational skills with the ability to prioritize tasks effectively while managing multiple projects simultaneously.
• Strong proficiency in Microsoft Office Suite (Word, Excel, PowerPoint), productivity software, and video conferencing tools such as Zoom or Microsoft Teams.
• Excellent written and verbal communication skills; adept at internal communication and professional correspondence.
• Experience with event planning from concept through execution; familiarity with organizing corporate events or meetings is a plus.
• Technical proficiency in bookkeeping (QuickBooks), data entry, filing systems, and office management tools.
• Ability to handle confidential information with integrity and discretion at all times.
• Strong phone etiquette skills combined with excellent customer service orientation.
• Capable of working independently with minimal supervision while collaborating effectively within a team environment.

Join us in this rewarding role where your organizational prowess will directly contribute to the success of our leadership team!

Pay: $30.37 - $36.58 per hour

Expected hours: 8.0 – 24.0 per week

Benefits:

• 401(k)
• Dental insurance
• Employee discount
• Flexible schedule
• Paid time off
• Retirement plan

Work Location: Hybrid remote in Chicago, IL 60618