Executive Assistant Job at Addison Group in Lombard

Job Title: Executive Assistant to CEO

Location (city, state): Lombard, IL

Industry: Transportation

Pay: $80,000 - $90,000 (annual merit increases based on performance)

About Our Client:

Addison Group is assisting a reputable client in the transportation industry to find a seasoned Executive Assistant. The company is known for its inclusive culture, global reach, and strong industry presence. This position is vital in supporting high-level executives and ensuring smooth operations at the C-suite level.

Job Description:

The Executive Assistant will play a key role in managing the daily administrative functions for the CEO and additional executives. The ideal candidate is proactive, detail-oriented, and capable of managing complex tasks with professionalism and confidentiality.

Key Responsibilities:

• Calendar Management: Coordinate and manage the CEO’s and executives' schedules, including meetings, calls, and events across various time zones.
• Travel Arrangements: Organize both domestic and international travel, including booking flights, accommodations, and transportation, as well as managing itineraries and expense reports.
• Communication Management: Oversee executive email accounts, draft responses, and ensure efficient communication across the organization.
• Meeting Coordination: Schedule and prepare for company-wide and smaller meetings, arrange venues, manage technology needs, and take minutes when necessary.
• Document Preparation: Assist in the creation and formatting of reports, presentations, and other business documents, ensuring accuracy and adherence to company standards.
• Liaison Role: Act as a point of contact for internal and external stakeholders, maintaining clear and professional communication.
• Confidentiality: Handle sensitive and confidential information with discretion.
• Special Projects: Support executives on various strategic initiatives, which may include conducting research, data analysis, and project coordination.
• Office Management: Assist with general office duties, including ordering supplies, managing equipment, and ensuring the office runs smoothly.

Qualifications:

• Experience: Minimum of 6 years of executive support experience, preferably supporting VP-level or higher.
• Industry Background: Open to various industries, but candidates must have experience in organizations with 5,000 - 10,000 employees.
• Education: Associate's degree preferred.
• Software Proficiency: Advanced skills in Microsoft Outlook, with experience in Concur for travel and expense management.
• Travel Coordination: Strong background in arranging international travel.
• Additional Skills: Experience acting as a Chief of Staff or similar role is a plus.

Perks:

• Diverse and inclusive work environment.
• Opportunities to engage in strategic projects.
• Centrally located office, easily accessible for commuters.
• No personal assistant duties; role focuses solely on business support.
• Collaborative work culture with support from other executive assistants.