Executive Assistant

Mintel International Group - Chicago, IL

Full-time - Mid Level

Chicago, IL

Professional, Scientific, and Technical Services

About the position

The Executive Assistant will provide high-level administrative support to three executives in a fast-paced environment. This role is crucial for ensuring the smooth operation of the executives' daily schedules and responsibilities, requiring exceptional multitasking skills, discretion, and strong communication abilities. The ideal candidate will have experience supporting senior leadership, particularly in hybrid and remote settings, and will be responsible for managing complex calendars, coordinating travel, and facilitating communication among stakeholders.

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.
• Proficient in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint) and other relevant software tools.
• Ability to handle sensitive and confidential information with discretion and professionalism.
• Excellent time management and organizational skills.

Nice-to-haves

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