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Maternity Leave – Executive Assistant

Maternity Leave – Executive Assistant

Executive Assistant- contract opportunity

The Executive Assistant will report to the CEO and work directly with the C-level Executive Team, performing a number of administrative responsibilities and projects.  The ideal candidate must have strong cross-functional experience and be able to support individuals who are constantly on the go and switching gears on a moment’s notice.  Confidence and communication are both key aspects and must be tech-savvy.

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RESPONSIBILITIES

  • Support CEO, CFO & CHRO
  • Calendar management; anticipate calendar risk & plan contingencies with multiple options. Clear conflicts with little or no direction.
  • Travel arrangements, including flights, hotels, ground transportation, guest travel, etc.
  • Clerical duties (answer phones, data entry, filing)
  • Interact with service providers (hotels, car service, etc.)
  • Pro-actively anticipate executives’ needs
  • Support executive team with other duties/projects as required
  • Ensure a positive, professional experience for meeting guests & customers
  • Escort candidates, meet & greet guests, set up meetings
  • Prepare expense reports
  • Organize & execute events, such as lunches, dinners, etc.
  • Direct, organize and coordinate the planning and execution of meetings, training, and conferences
  • Develop and maintain a knowledge of the organization
  • Be the liaison/point person to filter all communication to & from the executives
  • Oversight & management of Chicago office and act as site lead for Chicago location
  • COVID-19 planning with HR & COVID Response team
  • Manage a team of 2 executive assistants & 1 receptionist/front office admin

REQUIREMENTS

  • 5 years’ experience as an executive assistant supporting C-level executives
  • The ideal candidate is a consummate professional who is highly organized, has extreme attention to detail and the ability to identify and resolve issues and implement changes, policies and procedures where necessary
  • A highly resourceful professional that thrives in a fast-paced environment, has exceptional organizational skills and is excellent at building working relationships
  • Must maintain the highest level of professionalism at all times and be able to handle a wide range of responsibilities.
  • Prior experience working directly with board members is a must, and experience in private equity is considered a plus
  • Can successfully handle complex travel and logistical arrangements with minimal notice
  • Highly organized; able to manage multiple projects and simultaneously prioritize critical tasks
  • Anticipates issues before they happen and plans option-based contingencies
  • Hard-working, highly efficient, and extremely detail-oriented while maintaining accuracy
  • Strong computer skills including Microsoft Outlook and Word
  • Superior oral and written communication skills
  • Strong problem-solving skills, exhibiting good judgment when making decisions
  • Self-motivated, possessing a positive “can-do” attitude
  • Knows when/how to be assertive to get things done
  • Quick to respond to requests and completely dependable on follow-through
  • Demonstrated ability to handle sensitive, confidential information
  • A versatile individual with a high standard of integrity
  • Thorough understanding of maintaining proper inventory of office and kitchen supplies
  • Ability to maintain composure in times of stress or with unexpected deadlines
  • Ability to prioritize, work independently, and manage multiple simultaneous assignments and a broad scope of responsibilities
  • Ability to work well under pressure and with a sense of urgency
  • Positive, can-do attitude, willing to pitch in wherever needed
  • Standard hours for this position are Monday through Friday, 8:30 am to 5:30 pm with on-call, after-hours support as needed for the CEO. Must be flexible.

 

Apply Online.