PHONE: 312.857.2300

Executive Assistant to CEO

Executive Assistant to CEO

Loop; Real Estate

Responsibilities:

  • Answer phones in a prompt/professional manner; ensure seamless handling when transferring calls
  • Communicate messages to appropriate employees with accurate substantive and call back information
  • Develop familiarity with callers and determine priority of calls and time-sensitivity of caller requests
  • Handle calls from many external sources
  • Coordinate and make travel arrangements directly; creative, anticipatory and rapid response for travel changes
  • Adherence to company travel expense parameters
  • Timely and accurate expense report preparation
  • Serve as general administrator for company credit card
  • Maintain calendars (personal & company-wide); ensure appointment arrangements are accurate and updated
  • Coordinate schedules and obtain/distribute information for meeting attendees
  • Prepare meeting agendas; organize supporting materials; coordinate food service
  • Assist in selection of and spearhead coordination/execution with venues for investor meetings/periodic conferences, including conference registration, meeting rooms, overnight accommodations, food/wine selection, outside speakers, corporate gifts
  • Assist with planning of employee events (holiday party, summer outing, service days)
  • Correspondence, document preparation and attentive proofreading
  • Prepare regular and ad hoc presentation materials in PowerPoint/Word/Excel
  • Maintenance of company and CEO databases/files and website; retrieve requested documents
  • Update and maintain proprietary investor tracking
  • Coordinate and prepare materials or make arrangements for special projects, as requested

 

Requirements:

  • High levels of professionalism and energy with strong verbal and written communications skills
  • Organized and accurate with strong attention to detail and a proactive problem-solving orientation
  • Comfortable working with many deadlines, timing conflicts and management pressures
  • Can prioritize work, manage interruptions, juggle multiple tasks/relationships in a team-oriented and lean environment
  • Ability to handle highly confidential information in a discreet and disciplined manner
  • Four-year college degree required; a minimum of 5 years comparable experience with significant responsibilities
  • Microsoft Office mastery (Word, Excel, Outlook and PowerPoint); excellent spelling and grammar required
  • Office hours, 8:30 to 5:30 Monday-Friday, some overtime/weekend as required/requested, sometimes on short notice

 

JO #116253

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