Executive Assistant Job at Beacon Hill in Chicago

My client is a prestigious global firm seeking a highly organized and proactive Administrative Assistant to provide critical support to their CIO. This role is ideal for someone who thrives in a fast-paced, dynamic environment and enjoys taking initiative to support high-level executives and ensure smooth operations within the department. As a key member of the team, you will play a crucial role in managing complex administrative tasks, coordinating logistics for important meetings and events, and handling confidential matters with discretion. This is an exceptional opportunity for an individual who thrives in a collaborative environment and enjoys managing a diverse range of administrative responsibilities. If you are a self-starter with a passion for supporting senior leadership in a high-impact department, we would love to hear from you.

Key Responsibilities:

• Manage the CIO's calendar, coordinate travel arrangements, prepare correspondence, and assist with expense reports and confidential record-keeping.
• Prepare materials for CIO and IT director meetings, assist with agenda creation, ensure smooth meeting logistics, follow up on action items, and collaborate with facilitators to finalize meeting minutes.
• Manage requisitions, process invoices through the firm's procurement system, and help maintain accurate departmental records, including organizational charts and email distribution lists.
• Act as a primary point of contact for internal departments and external vendors/clients, including senior leadership such as the Executive Director and Chief Financial Officer.
• Proofread and edit documents for accuracy, grammar, and clarity, ensuring high-quality materials are presented to senior stakeholders.
• Assist with office moves, facility requests, and any IT-related equipment needs for meetings or department events.
• Work closely with other administrative assistants to support the broader team and collaborate on non-recurring and ongoing projects, demonstrating flexibility and initiative.

Skills & Qualifications:

• Bachelor's degree preferred
• Proficiency in Microsoft Office Suite (Word, PowerPoint, Excel)
• Minimum 5 years of experience providing administrative support to executives in a fast-paced environment
• Strong initiative, excellent attention to detail, and the ability to manage multiple high-priority tasks with competing deadlines
• Exceptional interpersonal and communication skills, with the ability to work effectively with all levels of staff and management
• Ability to maintain discretion and confidentiality in handling sensitive information
  

Beacon Hill is an Equal Opportunity Employer that values the strength diversity brings to the workplace. Individuals with Disabilities and Protected Veterans are encouraged to apply.

California residents: Qualified applications with arrest or conviction records will be considered for employment in accordance with the Los Angeles County Fair Chance Ordinance for Employers and the California Fair Chance Act.

If you would like to complete our voluntary self-identification form, please click here or copy and paste the following link into an open window in your browser: https://jobs.beaconhillstaffing.com/eeoc/

Completion of this form is voluntary and will not affect your opportunity for employment, or the terms or conditions of your employment. This form will be used for reporting purposes only and will be kept separate from all other records.

Company Profile:

Founded by industry leaders to set a new standard in search, career placement and flexible staffing, we deliver coordinated staffing solutions with unparalleled service, a commitment to project completion and success and a passion for innovation, creativity and continuous improvement.

Our niche brands offer a complete suite of staffing services to emerging growth companies and the Fortune 500 across market sectors, career specialties/disciplines and industries. Over time, office locations, specialty practice areas and service offerings will be added to address ever changing constituent needs.

Learn more about Beacon Hill and our specialty divisions, Beacon Hill Associates, Beacon Hill Financial, Beacon Hill HR, Beacon Hill Legal, Beacon Hill Life Sciences and Beacon Hill Technologies by visiting www.bhsg.com.

We look forward to working with you.

Beacon Hill. Employing the Future (TM)