Executive Assistant

$75,000 - $105,000/Yr

Corporate Resources - Oak Brook, IL

Full-time - Mid Level

Oak Brook, IL

Administrative and Support Services

About the position

Corporate Resources, on behalf of our client in Oakbrook Terrace, IL, is immediately hiring a full-time Executive Assistant. This position is integral to the executive team, ensuring the smooth operation of the executive office. The Executive Assistant will be at the forefront of our commitment to excellence and customer satisfaction, playing a critical role in supporting the executive team. This role requires a highly organized, detail-oriented individual with excellent communication and interpersonal skills, as well as the ability to handle sensitive information with confidentiality and discretion. As the Executive Assistant, you will efficiently manage calendars, including scheduling meetings, appointments, and travel arrangements. You will anticipate scheduling conflicts and proactively resolve them to optimize the executive's time. Serving as the primary point of contact for internal and external stakeholders, you will screen and prioritize communication as necessary. Your responsibilities will also include drafting and preparing correspondence, emails, and other documents, as well as preparing agendas, materials, and presentations for meetings. You will take accurate minutes and follow up on action items to ensure timely execution. In addition, you will coordinate travel logistics, including booking flights, accommodations, and transportation, and preparing travel itineraries. Anticipating and addressing any travel-related issues or changes will be part of your role. You will maintain and organize the filing system for important documents, records, and contacts, and provide administrative support as needed, including expense reporting and budget tracking. Assisting in managing special projects and initiatives, conducting research, analyzing data, and preparing reports will also be required. Handling confidential and sensitive information with the utmost discretion is essential, as is cultivating positive working relationships with internal and external stakeholders, representing the office with professionalism and diplomacy.

Responsibilities

• Efficiently manage calendars, including scheduling meetings, appointments, and travel arrangements.
• Anticipate scheduling conflicts and proactively resolve them to optimize the executive's time.
• Serve as the primary point of contact for internal and external stakeholders, screening and prioritizing communication as necessary.
• Draft and prepare correspondence, emails, and other documents.
• Prepare agendas, materials, and presentations for meetings.
• Take accurate minutes and follow up on action items to ensure timely execution.
• Coordinate travel logistics, including booking flights, accommodations, and transportation, and preparing travel itineraries.
• Anticipate and address any travel-related issues or changes.
• Maintain and organize the filing system for important documents, records, and contacts.
• Provide administrative support as needed, including expense reporting, budget tracking, and other tasks to facilitate day-to-day activities.
• Assist in managing special projects and initiatives, conducting research, analyzing data, and preparing reports as required.
• Handle confidential and sensitive information with the utmost discretion, always maintaining a high level of professionalism and integrity.
• Cultivate positive working relationships with internal and external stakeholders, representing the office with professionalism and diplomacy.

Requirements

• Bachelor's degree in Business Administration, Management, or a related field preferred but not required.
• Proven experience as an executive assistant or in a similar role supporting C-level executives.
• Excellent organizational and time management skills, with the ability to prioritize tasks and meet deadlines in a fast-paced environment.
• Strong written and verbal communication skills, with meticulous attention to detail.
• Proficiency in Microsoft Office Suite.
• Ability to exercise sound judgment and discretion when handling sensitive information.
• Flexibility and adaptability to accommodate shifting priorities and unexpected changes.
• Professional demeanor and strong interpersonal skills, with the ability to interact effectively with individuals at all levels.

Nice-to-haves

• Experience with Microsoft Excel and PowerPoint (1 year preferred).
• Ability to commute or relocate to Oak Brook, IL.

Benefits

• Health insurance
• Dental insurance
• Paid time off
• 401(k) matching