Executive Assistant
Job Type: W2, 3-month Contract
Job Location: On-Site, Chicago-based (Vernon Hills or Rosemont)
Schedule: 8:30 AM – 5:00 PM CST
Pay Rate: $40 – $42 an hour
Job Summary
The Executive Assistant provides high-level administrative support to senior and executive leadership, managing daily, monthly, and quarterly responsibilities across internal and external stakeholders. This role requires initiative, discretion, and the ability to handle a wide range of tasks independently.
Key Responsibilities
- Manage executive calendars and schedule all internal and external meetings
- Coordinate all aspects of executive travel
- Lead planning and logistics for senior leadership meetings (location, travel, accommodations, catering, equipment, supplies)
- Prepare briefing documents, including letters, memos, reports, spreadsheets, charts, and presentations
- Process expense reports, requisitions, and onboarding needs for new hires
- Support special projects, including research and organizational development initiatives
- Build collaborative relationships across the client and with external stakeholders
- Organize department gatherings (venue, setup, catering, activities)
- Create professional PowerPoint presentations
- Manage vendor payments by entering invoices and creating POs
- Handle incoming calls and follow-up appropriately
- Maintain department lists and organizational charts
- Resolve time-clock issues for the department
- Serve as department liaison when needed
Qualifications
- Bachelor’s degree and 5+ years of executive-level support experience OR 9+ years of experience without a degree
- Experience supporting SVP or C-suite executives preferred
- Proven ability to maintain confidentiality with sensitive information
- Flexibility to work a hybrid schedule across Vernon Hills, Rosemont, and Chicago offices
- Proficiency in Microsoft Office (Word, Excel, PowerPoint)
- Strong organizational, time management, and problem-solving skills
- Excellent interpersonal and communication skills
- Ability to work independently and take initiative
- Experience managing multiple priorities and adapting to changing business needs
- Willingness to work evenings/weekends as needed to meet deadlines
- Event planning and vendor coordination experience
- Strong influence and negotiation skills
- High attention to detail
- Understanding of business operations and organizational structure
- Experience managing travel and expense reports
- Ability to support project teams and resolve conflicts appropriately