Executive Assistant Job at Agrada in Chicago

Role Summary:

We are seeking a proactive, highly organized, and resourceful Executive Assistant to support the Managing Partner and senior leadership team in a dynamic and fast-paced boutique consulting firm. The ideal candidate will have a keen attention to detail, the ability to anticipate needs, and a passion for helping streamline operations to drive the firm's growth and success. This role is critical in ensuring the leadership team operates efficiently, maintains focus on high-impact activities, and meets the firm's strategic goals.

Key Responsibilities:

• Administrative Support:
  • Manage and maintain executives' calendars, including scheduling internal and external meetings, appointments, and events.
  • Coordinate complex travel arrangements and itineraries, ensuring smooth and timely travel logistics.
  • Screen and direct incoming emails, calls, and correspondence, prioritizing issues for executive attention.
  • Prepare documents, presentations, and reports for internal and external meetings.
  • Assist with expense reports, invoices, and other financial paperwork.
• Project Management Support:
  • Assist in the planning, coordination, and execution of key firm projects and initiatives.
  • Track project milestones, deadlines, and deliverables, ensuring timely updates to the leadership team.
  • Conduct research, collect data, and analyze information to support decision-making.
• Client Relationship Management:
  • Serve as the first point of contact for clients, ensuring professional and timely communication.
  • Assist in preparing client-facing materials and presentations for meetings and pitches.
  • Maintain a database of client information, keeping records accurate and up to date.
  • Sending out gifts, scheduling dinners, etc.
• Office Management:
  • Oversee general office operations and ensure that the office environment is organized and professional.
  • Manage relationships with vendors, service providers, and landlord.
  • Maintain office supplies, technology, and equipment.
• Event Coordination:
  • Organize and manage logistics for internal team events, client meetings, and special occasions.
  • Support in planning and executing company off-sites, conferences, and workshops.
• Confidentiality and Discretion:
  • Handle sensitive and confidential information with the highest level of professionalism.
  • Maintain discretion when dealing with executive communications and firm operations.

Qualifications:

• Experience: 3-5 years of experience as an executive assistant, preferably in a professional services or consulting environment.

• Education: Bachelor's degree in business administration, communications, or related field preferred.

• Skills:
  • Exceptional organizational and time management abilities.
  • Strong communication skills, both verbal and written.
  • Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and familiarity with project management tools (e.g., Asana, Trello).
  • Ability to multitask, prioritize, and work under pressure.
  • Strong attention to detail and ability to anticipate needs.

• Attributes:
  • Proactive and self-motivated with a solution-oriented mindset.
  • High level of professionalism and integrity.
  • Strong interpersonal skills with the ability to build relationships across all levels of the firm.
  • Flexibility and willingness to adapt to changing priorities.

Why Join Us?

• Opportunity to work closely with senior leadership and contribute to the success of a growing firm.
• A collaborative, entrepreneurial environment that fosters personal and professional growth.
• Competitive compensation package and benefits.