PEPI - Executive Assistant

About the position

Our EAs are viewed as strategic partners who enable our teams to deliver gold standard work to our clients. In addition to providing administrative leadership for the PEPI practice, the EA will also be responsible for planning, coordinating, and executing special projects and events. The candidate should be motivated, resourceful, organized, poised, and able to operate independently with strong attention to detail. This position will be based in Chicago, IL; with the flexibility to live in other locations within the Central Standard Time zone.

Responsibilities

• Manage busy calendars and coordinate schedules efficiently. Ensure timely scheduling of meetings, appointments, and events.
• Handle all travel arrangements from planning to booking flights, hotels, and ground transportation. Manage expense tracking and reimbursements.
• Record accurate MD hours for efficient financial management within the organization. Ensure all time entries are up-to-date and accurately reflect work hours.
• Arrange and coordinate all logistical aspects of meetings. Prepare agendas, materials, and follow-up documentation.
• Review and process vendor invoices. Ensure timely and accurate payment to vendors.
• Conflict memo and project code creation. Collect initial budgets for sub-SL projects. Oversee time entry against budget, ensuring Agresso entries align with the budget. Handle client invoicing and allocation processes.
• Update the Pipeline Tracking Tool with the latest information.

Requirements

• 5+ years Executive Assistant / Business Operations Experience
• Bachelor's Degree preferred in relevant field of study or equivalent experience (Degree in business-related field a plus).

Nice-to-haves

• Exceptional interpersonal and relationship management skills, with the ability to support multiple executives who have varied working styles.
• Capable of ensuring communications are clear, thorough, and specific, while maintaining attention to follow-through and confidentiality.
• Proficient in computer and calendaring skills, including a working knowledge of Microsoft Office Suite (Outlook, Word, Excel, PowerPoint, Teams), Concur, SharePoint, and Box.
• Able to work independently and as part of a team in a fast-paced environment.
• Proven ability to manage projects, work under pressure with minimal direction, and consistently meet deadlines.
• Demonstrated ability and willingness to continuously acquire new skills and accept new challenges.
• Flexible to work additional hours as required.

Benefits

• Healthcare plans
• Flexible spending and savings accounts
• Life, AD&D, and disability coverages
• 401(k)-retirement plan with discretionary contribution
• Paid time off including vacation, personal days, sick time, federal holidays, floating holiday, and parental leave