Chicago-based Executive Assistant Job at YETTER Tax in Chicago

Please note we are only considering candidates who live within the city limits of Chicago due to regular administrative errands required. Additionally, we are only looking for candidates who have explicit experience being an Executive Assistant for a C-suite executive.*

**Direct Applications Only-- No Recruiters**

Are you an Executive Assistant with experience supporting C-Suite level executives in a remote environment? We are looking for a talented career Executive Assistant, with experience directly supporting executives, to provide high-level support to the active traveling CEO of Yetter Tax and her team. This fast-paced company with 50-75 active clients and a key focus on sales tax education is dynamic and experiencing growth. This is an incredible opportunity to make a major impact while using your natural strengths in building and maintaining effective relationships, creating win-win outcomes, and delivering results. 

Our virtual team operates from home offices throughout the US and enjoys face-to-face team building activities a few times a year. For someone who is a self-starter and enjoys getting a wide range of things done, this could be an ideal position and place to continue to learn! We are seeking an executive assistant who is looking for this kind of unique opportunity to make a difference for our clients, our company, and their own career.   

Our clients’ industries vary and include e-commerce, publishing, environmental services, software/computer services, professional services, manufacturing, and construction. Our projects include nexus studies, sales tax risk and liability analyses, voluntary disclosures, registrations, audit defense, research, planning, tax technology implementations and supporting fast growing e-commerce businesses with almost all their sales tax needs. What don’t we do? Recurring Compliance! For that work we partner with other providers to ensure our clients are well supported, automate their compliance process, or train them. 

Our Purpose: 

We demystify the complexities of sales tax to empower individuals and companies to understand and manage their risks and responsibilities.  

We educate, consult, and advocate to shine a light on the importance of sales tax compliance in business health and to elevate the profile, influence, and value of sales tax professionals.  

We are committed to social justice and equity, respecting the differences and similarities of all.  

Our Values & Culture: 

We are dedicated to fostering a culture that values expertise, integrity, curiosity, growth, devotion, well-being, respect, and kindness. Our team not only embodies these values but also actively integrates them into every aspect of our organization. We believe in a positive work-life balance, cohesive team building and support, and individual growth through service, continuous learning, and continued education. At YETTER Tax, our values are more than just words; they are the principles that drive our success, empower our team, and guide our growth.  

Purpose of Role: 

The Executive Assistant will report directly to the CEO and support all aspects of her daily work, provide high-level support to the extended team, and contribute to the overall efficiency of the organization. The Executive Assistant serves as a point of contact and liaison to the internal team, external clients, and partners, and oversees diverse responsibilities and special projects. This role will require someone who communicates clearly, succinctly, and directly while being resourceful and proactive in anticipating needs. This is an exempt position. 

Directly support the CEO in all aspects of her daily work. Provide high level support to the extended Team.  

• Anticipate, filter and attend to the CEO’s day-to-day functions so that the executive can focus on high level strategic functions. Read, research, collect, and analyze information as needed, in advance.  
• Be responsive to emails/texts/phone calls, with some contact outside normal business hours.  
• Manage event planning for Sales Tax Institute in person courses including facility contracts, travel and logistics. 
• Handle all business matters with discretion, confidentiality, and good judgment  
• Build understanding of the company services and product offerings.  

Essential Job Responsibilities (approximate % of time): 

30% Email and Project Coordination:  

• Manage the CEO’s email by reading, organizing, prioritizing and alerting the CEO of urgent issues. 
• Respond to critical emails on the CEO’s behalf. 
• Coordinate projects and needs with Project Manager.  

25% Calendar Management and Meeting Coordination:  

• Schedule and manage the CEO’s calendar, addressing complex scheduling issues including appointments, meetings, training, speaking engagements, and travel (domestic).  
• Assist in the logistics and execution of internal and external meetings and events with support from the team, including preparing and distributing meeting agendas and materials.  
• Attend internal meetings, take minutes, and distribute 
• Optimize meetings and events of varying complexity 

25% Communications and Special Projects:  

• Draft and prepare the CEO’s correspondence for internal announcements, meetings, and external partners.  
• Organize staff meetings and Sales Tax Institute training events, including facility arrangements and contracts. 
• Handle administrative tasks such as printing, faxing, mail/overnight packages, copying, and filing. 
• Prepare, reconcile, and submit expense reports.  
• Maintain paper and electronic/database system and implement ways to improve current systems.  
• Manage the Executive and company’s contacts.  
• Other additional and/or alternative duties as assigned from time to time, including support to other team members. 

10% Liaison and Administrative Support:  

• Act as a point of contact between the CEO, internal team, clients, and partners while representing the company in a professional matter.  
• Responding to inquiries, taking messages, and determining priority of matters of attention while triaging, handling, and/or redirecting matters appropriately and ensuring proper follow up 
• Collect mail, make deposits, and coordinate mail processing with team from West Loop Chicago mailbox.  

10% Coordinate travel arrangements:  

• Identify travel plans  
• Make and confirm detailed travel arrangements  
• Prepare detailed travel itineraries 
• Address and resolve travel changes and conflicts  

Required Qualifications: 

• Education: Bachelor's degree required 
• Experience: 7-10 years of experience as an Executive Assistant supporting C-level executives; experience supporting a team in Financial Services or Technology; experience working in a remote company. 
• Integrity and Professionalism: Ability to maintain a high level of integrity, professionalism, and maturity in all situations, handling complex and sensitive information with confidence. 
• Optimism/Positivity: Possess optimism and positivity during favorable and challenging times.  
• Relationship Builder and Service Excellence: Strong ability to build and maintain effective relationships, creating win-win outcomes, while consistently meeting and exceeding the expectations of the CEO, the team, clients, and partners. 
• Communication: Exceptional ability to communicate clearly, succinctly, and directly with individuals at all levels; exceptional writing, editing, and proofreading skills. 
• Resourceful, Initiative-Taker with a Drive for Results: A self-starter who takes initiative, is resourceful, and consistently meets and exceeds expectations with a strong focus on results. 
• Business Sense/Problem-Solving/Decision Making: Strong business sense and sound judgement; resourcefulness; ability to problem solve, prioritize, and make decisions independently.  
• Organizational and Time Management Skills: Strong organizational skills with the ability to multitask, prioritize effectively, and manage time to meet deadlines while maintaining attention to detail. 
• Adaptability, Flexibility, and Composure Under Pressure: Ability to stay calm, focused, and flexible in high-pressure situations, embracing change and thinking outside the box to support evolving business needs. 
• Advanced proficiency in Microsoft Office (Outlook, Word, Excel, and PowerPoint), Adobe Acrobat, and familiarity with financial and banking software. 
• Analytical/Attention to Detail/Accuracy: Strong analytical ability; excellent attention to detail; commitment to accuracy.  
• Valid driver’s license and access to a vehicle; ability to lift 10-to-30-pound boxes. 

Benefits: 

• This 100% fully remote (within the US) position includes a comprehensive benefits program including health care, 401K including matching and profit sharing, Paid Time Off, personal “Me” day, holidays, a floating holiday, paid community service time, flexible work schedule, employee wellbeing support, professional development and memberships and service opportunities to make a difference in the world is offered to all full-time employees. Reimbursement for mileage and monthly internet allowance are provided. Business equipment including a computer, monitor, printer and cell phone is provided.