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Executive Assistant, Chicago, IL (On-site)

Executive Assistant, Chicago, IL (On-site)

Be part of a company dedicated to enhancing the world of artistry. As the Executive Assistant reporting directly to the Managing Directors, you’ll play a pivotal role in a close-knit partnership. Your responsibilities include adeptly managing communication with internal and external stakeholders and safeguarding the MDs schedules. Behind the scenes, you’ll orchestrate seamless operations, transforming chaos into clarity as the trusted confidant. Anticipating needs and maintaining composure are key in this small, entrepreneurial, and creative environment, driven by results and community spirit.

Responsibilities

  • Manages active calendars; completing expense reports; composing and preparing confidential correspondence.
  • Plans, coordinates, and ensures the Managing Director’s schedules are followed and respected. Acts as a savvy gatekeeper.
  • Communicates directly, with staff and others, on matters related to important initiatives.
  • Organize internal and external events supporting team interaction, in collaboration with the Office Manager.
  • Researches, prioritizes, and follows up on incoming issues and concerns, including those of a sensitive or confidential nature. Determines appropriate course of action, referral, or response.
  • Provides a bridge for smooth communication between the MDs and internal and external departments; demonstrating leadership to maintain credibility, trust, and support with senior management staff.
  • Works closely and effectively with the MDs, always informed of upcoming commitments and responsibilities, and following up appropriately.
  • Provides leadership to build relationships crucial to the success of the organization.
  • Prioritizes conflicting needs; handles matters expeditiously, and proactively, and follows through on projects to successful completion, often with deadline pressures.
  • Participates as an adjunct member of the MDs, assisting in scheduling and attending all meetings.
  • Forward-thinker, actively seeks opportunities and proposes solutions, facilitates cross-divisional coordination of travel and outreach.
  • Follows up on contacts made by the MDs and supports the cultivation of ongoing relationships.
  • Strong organizational skills that reflect the ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail.

Ideal Experience

  • Bachelor’s degree preferred but not required.
  • 5 to 10 years of experience supporting key stakeholders and C-level executives.
  • Proficient in Mac and Google Suite programs.
  • Outstanding interpersonal skills, able to build relationships with stakeholders, including staff and external partners.
  • Expert-level written and verbal communication skills.
  • Demonstrated proactive approaches to problem-solving with strong decision-making capability.
  • Highly resourceful team player, with the ability to also be extremely effective independently.
  • Proven ability to handle confidential information with discretion, be adaptable to various competing demands, and demonstrate the highest level of customer/client service and response.
  • Demonstrated ability to achieve high-performance goals and meet deadlines in a fast-paced environment.
  • Forward thinker, who actively seeks opportunities and proposes solutions.

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