Executive/Personal Assistant to CEO

$43,680 - $49,920/Yr

Fabre Media - Chicago, IL

Full-time - Mid Level

Chicago, IL

About the position

We are seeking a highly organized, proactive, and detail-oriented Executive/Personal Assistant to support our CEO in both professional and personal capacities. This role requires someone who can effectively manage a diverse set of tasks, maintain confidentiality, and handle high-pressure environments with efficiency. The ideal candidate will be a strategic thinker, excellent communicator, and skilled in managing multiple priorities. As the Executive/Personal Assistant, you will serve as the primary point of contact between the CEO and internal/external stakeholders. You will manage the CEO's calendar, including scheduling meetings, appointments, and travel arrangements. Additionally, you will prepare meeting agendas, attend meetings, take minutes, and track follow-up tasks. Conducting research, preparing reports, and drafting presentations for meetings will also be part of your responsibilities. You will handle confidential information with discretion and liaise with department heads and key personnel on behalf of the CEO. Furthermore, overseeing email management, making phone calls, prioritizing communications, and responding on behalf of the CEO when necessary will be essential tasks. In your personal assistance role, you will assist with personal errands and household management tasks as needed. This includes managing personal appointments and events, coordinating travel logistics for personal trips, and handling shopping, reservations, and other personal requests as directed by the CEO. You will also be responsible for organizing and maintaining the CEO's office, ensuring a professional and productive workspace, managing office supplies, and coordinating with vendors as needed. Assisting with organizing company events, team-building activities, and special projects will also be part of your duties.

Responsibilities

• Serve as the primary point of contact between the CEO and internal/external stakeholders.
• Manage the CEO's calendar, including scheduling meetings, appointments, and travel arrangements.
• Prepare meeting agendas, attend meetings, take minutes, and track follow-up tasks.
• Conduct research, prepare reports, and draft presentations for meetings.
• Handle confidential information with discretion.
• Liaise with department heads and key personnel on behalf of the CEO.
• Oversee email management, make phone calls, prioritize communications, and respond on behalf of the CEO when necessary.
• Assist with personal errands and household management tasks as needed.
• Manage personal appointments and events, such as medical appointments, family events, etc.
• Coordinate travel logistics for personal trips, including flights, accommodations, and itineraries.
• Handle shopping, reservations, and other personal requests as directed by the CEO.
• Organize and maintain the CEO's office, ensuring a professional and productive workspace.
• Manage office supplies and coordinate with vendors as needed.
• Assist with organizing company events, team-building activities, and special projects.

Requirements

• Proven experience as an Executive Assistant, Personal Assistant, or similar role supporting a C-level executive or business.
• Strong organizational skills with the ability to manage multiple projects and priorities.
• Excellent communication skills, both written and verbal.
• High level of discretion and ability to maintain confidentiality.
• Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and/or other productivity tools like Google Suite.
• Ability to anticipate needs and act proactively.
• Flexibility to handle personal tasks and travel with the CEO as needed.
• Strong problem-solving skills and a solution-oriented mindset.

Nice-to-haves

• Experience in the Marketing/Film and/or advertising industry is a plus.
• Ability to adapt to a fast-paced, evolving environment.

Benefits

• Salary growth opportunities
• Life insurance
• Dental insurance
• Vision insurance
• Opportunities for professional growth and development