Executive Assistant - Business Information Officers

Cushman & Wakefield - Chicago, IL

Full-time - Entry Level

Chicago, IL

Real Estate

About the position

The Executive Assistant will provide comprehensive administrative support to three Executive-level leaders at Cushman & Wakefield. This role involves managing calendars, scheduling meetings, coordinating travel and expenses, organizing events, and preparing documentation. The ideal candidate will possess 3-5 years of experience in a similar role, showcasing exceptional organizational skills and the ability to handle highly confidential information. Proficiency in the Microsoft Suite of products is essential for success in this position. Key responsibilities include calendar management, where the Executive Assistant will coordinate and manage the calendars of three executives, resolving scheduling conflicts and prioritizing appointments to ensure optimal use of their time. Meeting coordination is another critical aspect, requiring the preparation of materials for meetings, arranging logistics, and sometimes taking detailed minutes during meetings. Travel arrangements will also be a significant part of the role, including planning and booking travel, creating detailed itineraries, and ensuring all logistics are in place for smooth travel experiences. The Executive Assistant will oversee various administrative functions, such as onboarding new resources, processing expense reports, and supporting budget and contract management tasks. Event planning is another responsibility, where the Executive Assistant will organize and coordinate company events, conferences, and other special events, managing all logistics from invitations to follow-up. Confidentiality and discretion are paramount, as the role involves handling sensitive information and maintaining trustworthiness in managing executive-level information and decisions. The position requires strong problem-solving skills, adaptability to changing priorities, and the ability to address and resolve issues as they arise. The successful candidate will demonstrate excellent verbal and written communication skills, interact professionally with senior executives and stakeholders, and manage multiple priorities effectively in a fast-paced environment.

Responsibilities

• Coordinate and manage 3 executive calendars, including meetings, appointments, and travel arrangements.
• Resolve scheduling conflicts and prioritize appointments to ensure optimal use of the executive's time.
• Organize and prepare materials for meetings, including agendas, presentations, and reports.
• Arrange meeting logistics such as location, equipment, and catering.
• Take detailed minutes during meetings, track action items, and follow up on decisions.
• Plan and book travel arrangements, including flights, accommodations, and transportation.
• Create detailed travel itineraries and ensure all logistics are in place for smooth travel.
• Oversee onboarding of new resources, ordering of equipment, and other administrative functions.
• Process expense reports and manage budgets related to executive activities.
• Help with budget tracking, accruals, statement of work processing and document organization/storage in Contract Management tool.
• Plan and coordinate company events, conferences, and other special events.
• Manage event logistics, including invitations, agendas, and follow-up.
• Handle confidential and sensitive information with the highest level of discretion.
• Address and resolve issues as they arise, demonstrating proactive problem-solving skills.
• Adapt to changing priorities and handle unexpected challenges effectively.

Requirements

• 3-5 years of experience as an Executive Assistant or in a similar administrative support role.
• Advanced proficiency in Microsoft Office Suite (Excel, Outlook, Word, PowerPoint).
• Strong organizational skills with a keen attention to detail.
• Excellent verbal and written communication skills, with the ability to interact professionally with senior executives and stakeholders.
• Demonstrated ability to manage multiple priorities and meet deadlines in a fast-paced environment.
• High level of discretion and confidentiality in handling sensitive information.

Benefits

• Health insurance
• Vision insurance
• Dental insurance
• Flexible spending accounts
• Health savings accounts
• Retirement savings plans
• Life insurance
• Disability insurance
• Paid time off
• Unpaid time away from work