Executive Assistant Job at Beacon Hill in Chicago

Beacon Hill is hiring! We have partnered with a bio technology company in Chicago in hiring an Executive Assistant to support their CEO and contribute to the smooth operation of the executive office. If you're looking for a dynamic and rewarding opportunity, we want to hear from you! This is a temporary-to-hire position starting immediately.

Position Overview:

The Executive Assistant will be responsible for providing high-level administrative support to the CEO, ensuring the smooth running of daily operations, and facilitating effective communication across all departments. The ideal candidate is highly organized, tech-savvy, has exceptional communication skills, and can handle confidential information with discretion.

Key Responsibilities:

• Calendar & Scheduling Management: Manage the CEO's calendar, schedule meetings, and arrange travel plans. Ensure the CEO is prepared for all appointments and meetings by providing necessary documents and briefings.
• Communication Support: Act as a liaison between the CEO and other executives, clients, employees, and external stakeholders. Manage inbound communications, screen calls, emails, and prioritize tasks.
• Meeting Coordination: Organize and prepare materials for meetings, including agendas, presentations, and reports. Take minutes and ensure follow-up on action items.
• Travel & Logistics: Coordinate and manage all travel arrangements, including flights, accommodations, and itineraries, ensuring a smooth and efficient travel experience for the CEO.
• Document Preparation & Filing: Prepare, proofread, and manage confidential documents, reports, and presentations. Maintain an organized filing system for easy access.
• Special Projects: Assist with research and preparation for special projects, initiatives, and strategic planning. Provide administrative support for key business operations and company-wide initiatives.
• Expense Management: Track and process the CEO's expenses and manage the approval process in accordance with company policies.
• Event Coordination: Help plan and execute company events, meetings, and retreats that involve the CEO.

Qualifications:

• Proven experience as an Executive Assistant or in a similar role supporting C-level executives.
• Exceptional organizational skills with the ability to manage multiple tasks and deadlines simultaneously.
• Strong communication skills, both written and verbal, with an emphasis on professionalism and clarity.
• Advanced proficiency with Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and collaboration tools (e.g., Google Workspace, Slack).
• Discretion and the ability to handle sensitive and confidential information with integrity.
• Strong problem-solving skills and the ability to think on your feet.
• A proactive, detail-oriented approach to tasks and responsibilities.
• Bachelor's degree or equivalent experience preferred.
  

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)