Executive Assistant

SGS - Chicago, IL

Full-time - Mid Level

Chicago, IL

5,001-10,000 employees

Professional, Scientific, and Technical Services

About the position

The Executive Assistant role at SGS & Co is a pivotal position based in Chicago, operating on a hybrid schedule. This role is designed to support four individual C-level executives, requiring a high level of organization, attention to detail, and proactive management of administrative tasks and logistics. The Executive Assistant will be responsible for ensuring that the C-Suite office runs smoothly, which involves independent work while also interacting daily with other executives, senior leaders, the Board of Directors, and various internal departments, as well as external clients and suppliers. The responsibilities of this role include providing comprehensive administrative support, managing extensive calendars, and coordinating all travel arrangements, both local and international. The Executive Assistant will handle information requests as they arise and will be expected to solve problems independently. The position requires a proactive approach to managing the executives' schedules, ensuring that appointments, events, and urgent matters are prioritized effectively. Success in this role hinges on the ability to build trusted relationships with the executives, maximizing their calendars and communications with clients, and preparing for meetings with enthusiasm and a positive attitude. The ideal candidate will demonstrate excellence in execution, proactive thinking, and adaptability to changing environments, all while maintaining a detail-oriented focus.

Responsibilities

• Manage executive travel: Flights, Hotels, and car services.
• Manage the calendars on behalf of executives, monitoring scheduled appointments, upcoming events, and matters requiring immediate attention.
• Have visibility/access to Executive team calendars to manage team meetings.
• Complete expense reports & reconciliations required, within company policy & guidelines.
• Edit and develop Microsoft Office documents (Excel, PowerPoint, etc.) as needed.
• Perform administrative duties including taking on special projects as requested.
• Organize, coordinate, and deliver internal and external projects as required, including client meetings and company events.

Requirements

• 5+ years of experience in an Executive Assistant role.
• Completion of a post-secondary Business or Administration program is an asset.
• Technologically proficient with complex knowledge & experience booking domestic and international travel.
• Experience with visa applications is highly regarded.
• Demonstrated experience in project management.
• Proven ability to multitask.
• Proficient in MS Office Suite skills.
• An all-around team player willing to go above and beyond daily duties.

Nice-to-haves

• Associates or better in a relevant field.
• Bachelors or better in a relevant field.