Executive Assistant

Mintel - Chicago, IL

Full-time - Mid Level

Chicago, IL

About the position

The Executive Assistant role at Mintel is designed to provide comprehensive support to three senior executives in the Americas. This position requires a highly organized, proactive, and detail-oriented individual who can manage complex schedules, coordinate travel, and handle sensitive information with discretion. The ideal candidate will thrive in a fast-paced environment, possess strong communication skills, and be adept at multitasking while supporting remote executives. The role is based in Chicago with potential for hybrid work arrangements.

Responsibilities

• Manage complex calendars and scheduling for three executives, prioritizing meetings, calls, and appointments.
• Coordinate travel arrangements, including flights, accommodations, itineraries, and ground transportation.
• Prepare and edit correspondence, communications, presentations, and other documents as needed.
• Handle sensitive and confidential information with discretion and professionalism.
• Assist in meeting preparation, including agenda creation, materials distribution, and logistics coordination.
• Organize and maintain filing systems, both electronic and physical, ensuring accuracy and accessibility.
• Act as proxy for internal approvals for travel, expenses, hiring, etc.
• Prepare and submit expense reports and ensure compliance with financial policies.
• Act as the primary point of contact between the executives and internal/external stakeholders.
• Screen and prioritize incoming communications (emails, phone calls), ensuring timely responses and follow-ups.
• Coordinate and facilitate communication among the executives and their teams, ensuring alignment on priorities and tasks.
• Schedule and coordinate team meetings, offsite events, and special projects.
• Attend key meetings to take notes, prepare summaries, and track action items.
• Liaise with clients to support executive outreach for voice of customer initiatives.
• Support special projects and initiatives led by the executives, ensuring deadlines are met and progress is communicated regularly.
• Track key deliverables and follow up on action items from meetings or projects.
• Plan and execute corporate events for the Senior Leadership team, meetings, and team gatherings, including venue selection, catering, and logistics.
• Assist with event materials preparation, such as presentations, reports, and other documents.
• Collaborate with administrative staff to ensure cohesive office support for all leadership.

Requirements

• Minimum of 5 years of experience as an Executive Assistant or in a similar role supporting senior leadership.
• Experience working on hybrid teams and supporting remote executives.
• Strong communication skills, both verbal and written.
• Exceptional multitasking skills and ability to work in a fast-paced environment.
• Proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint) and other relevant software tools.

Nice-to-haves

• Experience supporting multiple executives simultaneously.
• Exposure to Project Management software.

Benefits

• Hybrid and flexible working arrangements may be available depending on the needs of the executives.
• Occasional after-hours work may be required to support urgent tasks or events.
• Occasional travel may be required.