Business Executive Coach - Chicago, IL
posted 3 months ago
We are seeking a highly organized and proactive Executive Assistant to support our executive team. The successful candidate will be responsible for managing various administrative tasks, ensuring the smooth operation of executive activities, and enhancing the efficiency of our leadership team. This role requires a detail-oriented individual who can handle multiple tasks simultaneously while maintaining a high level of professionalism and confidentiality. The Executive Assistant will play a crucial role in facilitating communication and coordination among team members and departments, contributing to the overall success of the organization. The Executive Assistant will provide high-level administrative support to the executive team, which includes managing executive calendars, scheduling appointments, and coordinating meetings. The candidate will also prepare and edit correspondence, communications, presentations, and other documents as needed. A significant part of the role involves invoice auditing, where the Executive Assistant will review and audit invoices for accuracy and compliance with company policies, collaborating with the finance department to ensure timely processing and payment of invoices. In addition to administrative support, the Executive Assistant will be responsible for coordinating and scheduling appointments, meetings, and conference calls, ensuring all parties are informed of schedule changes. The role also includes arranging travel itineraries, accommodations, and logistics for executives. The candidate will attend meetings, take comprehensive notes, and prepare and distribute meeting minutes and action items to relevant stakeholders, following up on action items to ensure timely completion. The Executive Assistant will draft and share important announcements and updates with the team, maintaining effective communication channels within the team. They will also manage documentation and records, ensuring confidentiality and security of sensitive information while implementing and managing filing systems, both physical and digital. The role may involve assisting in the coordination and execution of special projects and initiatives, tracking project progress, and providing updates to the executive team. General administrative duties such as ordering supplies, managing office equipment, and handling incoming calls will also be part of the responsibilities.