Executive Assistant I

Unclassified - Chicago, IL

Full-time - Mid Level

Chicago, IL

About the position

This position is designed for executive assistants who provide comprehensive administrative support to senior executives in the C or D band, directly reporting to an Affiliate President or a senior executive in the B band. The role involves managing a variety of administrative tasks that require discretion, initiative, and sound judgment, often in the absence of specific directions from the executive.

Responsibilities

• Provides administrative support to the area executive, requiring judgment and initiative in certain situations.
• Administers programs, projects, campaigns, and/or processes for the operating unit served.
• Coordinates the manager's schedule, makes appointments, and arranges and coordinates travel schedules.
• Answers, screens, and directs incoming calls, determining which can be handled by subordinates to the executive.
• Assists in the preparation of administrative reports, performs difficult and/or sensitive information gathering, computes statistics, and distributes such reports to the appropriate people.
• Greets internal and external customers, answering questions of a complex nature.
• Sorts and distributes incoming mail as well as preparing outgoing mail and other correspondence, responding to incoming mail and other materials not requiring the attention of the executive.
• Coordinates and arranges meetings, prepares agendas, reserves and prepares facilities.
• Contacts key executives, board members, external management personnel, and other important individuals to transmit information and obtain data.
• Types letters and reports from rough drafts, making changes in grammar, punctuation, or spelling as needed.
• Organizes and maintains a confidential file system and files correspondence and other records.

Requirements

• Experience as an executive assistant or in a similar administrative role supporting senior executives.
• Strong organizational skills and the ability to manage multiple tasks effectively.
• Excellent communication skills, both verbal and written.
• Proficiency in office software and tools for scheduling, reporting, and correspondence.

Nice-to-haves

• Experience in a corporate or banking environment.
• Familiarity with project management tools and techniques.