Executive Assistant Job at Addison Group in Chicago

Job Title: Executive Assistant

Location: Chicago, IL (Hybrid)

Industry: Education

Pay: $80,000 annually (or $35-$38/hour for contract roles)

About Our Client

Addison Group is hiring on behalf of our client, a mission-driven organization dedicated to providing high-quality education and fostering academic success for underserved communities.

Job Description

We are seeking a highly organized and proactive Executive Assistant to provide essential support to the CEO and collaborate with senior leadership. This role is integral to maintaining smooth operations, managing the CEO’s dynamic schedule, and ensuring effective communication. The ideal candidate is a forward-thinking problem solver with exceptional organizational skills, a keen eye for detail, and the ability to anticipate needs.

Key Responsibilities

CEO Support & Stakeholder Collaboration

• Manage the CEO’s complex calendar, including scheduling internal and external meetings.
• Organize and track expense reimbursements, including mileage and travel arrangements.
• Maintain an updated database of contacts and provide proactive communication of CEO priorities.
• Draft, proofread, and prepare presentations and reports for internal and external stakeholders.
• Coordinate across departments (Finance, HR, Marketing, and Development) to ensure alignment with the CEO’s schedule and goals.
• Handle incoming communication, including email and document organization, with discretion and professionalism.

Board Management

• Schedule and coordinate Board and Committee meetings, including materials preparation and follow-up.
• Support all meeting logistics, including compliance and onboarding of new Board members.
• Maintain Board directories, portals, and ensure proper documentation of meeting minutes.

Event Planning & Management

• Plan and coordinate logistics for CEO-related events, including Board retreats and staff functions.
• Manage event details such as hospitality, travel arrangements, and onsite support.
• Assist with annual retreats and special events for organizational leaders.

Qualifications

• Minimum of 5 years of Executive Assistant experience, ideally supporting C-suite executives.
• Experience in fast-paced industries.
• Strong proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and Google Workspace.
• Demonstrated ability to manage and anticipate the needs of senior executives.
• Exceptional organizational, problem-solving, and interpersonal communication skills.
• Board management experience is highly preferred.
• Flexible, self-driven, and comfortable working in a hybrid environment.

Additional Details:

• Schedule: Monday-Friday, 8:00 AM - 4:00 PM (Hybrid)
• Start Date: Mid January
• Contract Type: Temp-to-perm.

Addison Group is an Equal Opportunity Employer. Addison Group provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, gender, sexual orientation, national origin, age, disability, genetic information, marital status, amnesty, or status as a covered veteran in accordance with applicable federal, state and local laws. Addison Group complies with applicable state and local laws governing non-discrimination in employment in every location in which the company has facilities. Reasonable accommodation is available for qualified individuals with disabilities, upon request.

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