Senior Executive Assistant Job at LHH in Chicago

LHH Recruitment Solutions has partnered with a growing organization, and they are seeking a motivated Executive Assistant to join their team in Chicago, IL. You will play a crucial role in managing the daily operations of the executive office, including calendaring, project management, and event planning. The ideal candidate will be a polished communicator with strong organizational skills, a keen eye for detail, and the ability to handle multiple priorities with discretion. Competitive Salary and Benefits Package (PTO, Medical, Dental, Vision, Retirement, and Life Insurance) are offered.

Key Responsibilities:

• Executive Support: Provide comprehensive administrative support to the CEO and EVP, including managing their calendars, scheduling meetings, and handling all phone calls to the CEO’s line.
• Calendar Management: Manage multiple executive’s calendars in Outlook. Full oversight of the Executive’s calendars to receive and manage all appointments. Ability to handle multiple time zones, locations, and book conference rooms.
• Travel Arrangements: Coordinate and manage travel arrangements, including flights, accommodations, and transportation. Maintain and manage travel rewards accounts.
• Expense Management: Prepare and submit expense reports for the CEO and EVP, ensuring accuracy and adherence to company policies.
• Meeting Coordination: Schedule and organize business meetings, lunches, dinners, and other executive events. Oversee the planning and execution of annual company-wide kickoff meetings and other company-wide events.
• Communication: Prepare and proofread correspondence and presentations. Maintain professional and polished communication both internally and externally.
• Reporting and Documentation: Prepare and manage reports, including corporate budgets for general and administrative expenses. Oversee and approve records and retention policies, ensuring all electronic and hard-copy records are maintained accurately.
• Special Projects: Manage and track deadlines for projects, maintain project timelines, and status updates.
• Event Planning: Plan and execute company-wide events, ensuring all details are managed efficiently.
• Meeting Management: Coordinate and follow up on Management and Executive Meetings, ensuring all action items are addressed and deadlines are met.
• Design and Creative Support: Utilize Adobe Creative Suite to assist with design and presentation needs.

Technology:

• Microsoft Office Suite: Microsoft Office: including Outlook for calendar management, Teams for communication, Word, PowerPoint, and Excel.
• Excel: Basic formulas, sums, graphs, formatting, and advanced functions like pivot tables, SUMIF, and MATCH/INDEX.
• PowerPoint: Creating and manipulating PowerPoint presentations, including importing images and graphs. Creating all company-wide presentations.
• Outlook: Complex calendaring in Outlook.
• Adobe: Editing in Adobe, including redacting and managing electronic signatures.
• Teams: Microsoft Teams for communication and quick navigation in meeting scheduling and daily usage.

Qualifications and Skills:

• Bachelor’s Degree preferred.
• Previous industry experience in commercial real estate or professional services is highly preferred.
• Minimum of 3 years of experience as an Executive Assistant or in a similar high-level administrative role.
• Proficiency in Microsoft Office Suite (Excel, Word, PowerPoint, Outlook). Advanced Excel skills required (formulas, pivot tables, VLOOKUPs). Experience with Adobe Creative Suite is required.
• Excellent written and verbal communication skills. Polished and professional demeanor.
• Ability to handle sensitive information with discretion and maintain confidentiality.
• Strong organizational skills with the ability to manage multiple priorities and work effectively under pressure.
• Adaptability to rapidly changing priorities and a dynamic work environment.
• Ability to work independently with excellent judgment and decision-making skills.
• Demonstrated ability to interact effectively with individuals at all levels of the organization and with external stakeholders.

If you are a passionate Executive Assistant looking for a new and rewarding career, please apply today! You don’t want to miss out on this opportunity!

LHH is a leader in permanent recruitment—and in the placement of top talent. Our areas of specialty include office administration, customer service, human resources, engineering, and supply chain and logistics. Please feel to check us out and apply for other opportunities if this role isn’t a perfect match.

Equal Opportunity Employer/Veterans/Disabled

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