Senior Executive Assistant

Chicago, IL
Full Time
Experienced
POSITION SUMMARY:
The Executive Assistant to the President and Chief Executive Officer is the personal assistant to the principal, providing personalized administrative support in a well-organized and timely manner.

ESSENTIAL POSITION QUALIFICATIONS:
  • Bachelor’s degree (minimum) – business related field preferred
  • 7+ years experience in specific executive administrative support capacity
  • Extremely detail oriented and organized
  • Exceptional organizational abilities, proactive problem-solving, adaptability, and strong verbal/written communication.
  • Advanced to Expert level abilities with Microsoft Office products
  • Excellent written and oral communication skills
  • A minimum of 3 years’ experience with project oversight and/or supervisory/personnel management
ASSIGNED RESPONSIBILITIES AND DUTIES

Calendar, Meeting, and Professional Management: 
  • Managing complex schedules, coordinating across time zones, and arranging meetings.
  • Manage and maintain CEO subscriptions, organization memberships, and licenses
Management
  • Ability to manage and collaborate with another executive assistant
  • Comfortable with someone reporting directly to this role
Communication:
  • Professionally handling emails, screening phone calls, and serving as the primary gatekeeper for the executive.
  • Process mail and respond to routine correspondence
  • Able to take comprehensive messages when not available
  • Liaison between CEO and family, household staff, etc.
  • Compose thank you notes to all guests
  • Compose letters for distribution and gifts
  • Mailing books to various friends, family, and colleagues
  • Coordinate staff birthday gifts
  • Coordinate personal donations, correspond with organization, and maintain calendar for annual donations
  • Maintain all CEO contracts
Travel & Logistics: 
  • Coordinate all CEO travel arrangements and special events with an eye to comfort/convenience as well as cost
  • Organizing comprehensive travel itineraries and managing expense reports.
  • Candidate must be open to travel with the executive if needed
  • Provide concierge services to CEO
Strategic and Technical Support:
  • Preparing reports, presentations, conducting research, and overseeing special projects.
  • Advanced to Expert level abilities with Microsoft Office products to include MS Word, Excel,
  • Access, Outlook, PowerPoint: intermediate to advanced abilities with Intuit products
Confidentiality: 
  • Managing sensitive company, personal, and personnel information with discretion
  • Maintain CEO private files
  • Scanning documents as necessary
OTHER DUTIES INCLUDE:
  • Flexible
  • Process special orders for CEO
  • Provide organization for CEO office
  • Perform additional duties as assigned by the CEO
  • Understands reporting structure of the individual and organization
  • Previous family office executive experience is a plus
  • Perform additional duties as assigned by the CEO
Benefits (Full-time Employees): 
  • Paid time off
  • 401K
  • Medical, dental, and vision coverage
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