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Executive Assistant to the CFO, Chicago, IL (On-site)

Executive Assistant to the CFO, Chicago, IL (On-site)

This role embodies the quintessential duties of an Executive Assistant, including preparing for meetings, booking personal appointments, and handling office tasks to ensure the daily operations run smoothly.  The executives appreciate quick responses and prioritizing immediate support. This role is ideal for someone who truly loves and excels as an Executive Assistant, taking pride in providing top-tier support and ensuring seamless operations.

Responsibilities

  • Assist the CFO and CLO and manage all aspects of scheduling to maximize efficiency and have information ready that will be needed for meetings.
  • Create and maintain an effective list of open tasks for the CFO, including prioritizing and bringing attention to items approaching their due date. Includes ‘tracking information due from others.
  • Assigned workflow projects proceed timely and smoothly, vendor invoices are reviewed/approved, engagement letters are obtained and signed, and internal reports or projects are completed as scheduled.
  • Coordinate and schedule travel; prepare expense reports, manage updates and itineraries as they happen.
  • Board Meeting preparation of agendas, minutes, and presentations, arrange meeting location, food, ground transportation, and lodging, attend all board and committee meetings.
  • Investor Meetings/Relations preparation of presentations, travel logistics, arranging food in the meeting rooms, assisting in preparing materials for property tours, and serving as a contact for investors.
  • Oversees and schedules personal appointments and responsibilities as necessary.
  • Other duties as assigned.

Ideal Experience

  • Requires 5-7 years of experience working with executive-level management in a fast-paced, changing organization.
  • Able to adjust to change, to be a self-starter, with multi-tasking, and organizational skills.
  • Must have an associate degree (A.A.) or equivalent from a two-year college or technical school preferable; or four to six years of related experience.
  • Needs to have experience with all Microsoft Office Applications.
  • Ability to prepare and assist in the presentation of PowerPoint applications.
  • Ability to travel to conferences when needed to help maintain schedules and anticipate the needs of attendees.
  • Notary Public for the State of Indiana preferred.
  • Occasional travel to the Oakbrook office.

 

 

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