Executive Assistant

B2B; Chicago

Executive Assistant

Provides administrative and project support to COO, CFO and SVP, Business Transformation; Acts as the primary point of contact for internal and external constituencies on all matters relating to this group of executives. The ideal candidate is highly self-motivated professional, capable of managing their workload, prioritizing tasks in a fast-paced corporate environment, as well as work under pressure at times to handle a wide variety of activities and confidential matters with discretion.

Job Responsibilities

  • Organizes executives’ days by managing calendars and scheduling appointments to create win- win situations
  • Coordinates travel arrangements, compiles documents for travel related meetings and prepares Travel and Expense reports
  • Provides a bridge for smooth communication between internal departments; demonstrating leadership to maintain credibility, trust and support with senior management staff
  • Researches, prioritizes, and follows up on incoming issues and concerns addressed to the executives, including those of a sensitive or confidential nature
  • Works closely and effectively with executives to keep them well informed of upcoming commitments and responsibilities, following up appropriately
  • Successfully completes critical aspects of deliverables with a hands-on approach, including drafting general correspondence, memos, and letters, many of which are confidential in nature; overseeing all calls to ensure they are routed to appropriate executive and that messages are returned
  • Prioritizes conflicting needs; handles matters expeditiously, proactively, and follows-through on projects to successful completion, often with deadline pressures
  • Creates and updates presentations using Microsoft PowerPoint and excel
  • Processes invoices for payment, after first assessing purpose, obtaining approval, and routing to appropriate party for payment

Job Requirements

  • Administrative experience required, including executive level support
  • Strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail
  • Very strong interpersonal skills and the ability to build relationships with stakeholders, including staff, senior management, external parties
  • Excellent verbal and written communication skills with meticulous attention to detail
  • 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
  • Proficiency in all Microsoft Office software including Word, PowerPoint, Excel, and Outlook
  • Capable of handling varied and multiple assignments with solid judgment, precision, and diplomacy
  • Outstanding organizational skills
  • Non-disclosure and respect of confidential information
  • College degree is preferred, and financial services/corporate industry experience is required

JO#116003

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