Executive Assistant Chicago, Illinois, United States

We are seeking an extremely competent Executive Assistant in Chicago supporting the Central Region President with day-to-day administrative and operational duties. The ideal candidate will be someone who is proactive, resourceful, highly organized, diligent, detail-oriented, efficient, and takes initiative. They will be unflappable and thrive in a high-intensity, fast-paced environment. Due to the nature of the work, the candidate must have meticulous attention to detail and be able and eager to juggle multiple responsibilities.ResponsibilitiesOversee logistics and provide critical support for internal and external meetings (scheduling, material prep, key stakeholder coordination, etc.)On-site coordination requirements will increase as in-person and in-office meetings and events continue to returnPresentation coordination and assembly with speakers and contributors is important, so familiarity and a high level of comfort with Microsoft Office (especially PowerPoint) is crucialGalvanize and reinforce office culture through the management of recognition and celebratory events (birthdays, anniversaries, etc.) as well as serving as key liaison between Central Region President and special committees for other office activities such as office holiday partyUpdate and oversee management of essential team documents, including new business, new hire and marketing materialsSupport senior team in keeping appropriate agency systems updated (e.g. client and team listservs, etc.)Partner with Finance, HR and IT on new hires and orientation, tech needs across the office, POs and vendor coordination, etc.Provide administrative support for the Central Region President including:Scheduling and coordinating travel arrangements;Time and expense reporting;Calendar and appointment management (navigating both internal teams as well as interfacing with clients and prospects);Office expenses, including supplies and subscriptions;Some general administrative and telephone support and management of contacts; andSpecial projects as assignedProvide minimal administrative support (i.e. travel, expenses, basic meeting support) for 1-2 additional members of the Central Region senior leadership teamAbility to have discretion with confidential informationQualificationsBasic Qualifications:BA or BS degreeAt least 3-5 years of professional administrative experience in a fast paced, professional environmentComfortable understanding and managing executive-level expectations, preferences and situationsProficient in MS Office (Word and Excel) with strong PowerPoint skills and experience editing presentationsAbility to quickly learn and master systems for time/expense entry, travel booking, financial managementExtreme attention to detail, ability to multi-task and juggle prioritiesSmart, self-starter, resourceful and ready to jump inSolution-oriented in a fast paced environmentExcellent communications skillsExperience in meeting coordination and event planningExperience working on multiple projectsThe Weber Shandwick Collective recognizes that your health and wellbeing are a priority. This is why we offer a full suite of benefits including:MedicalVision401k (with employer match)Tuition ReimbursementJuice Money – $60 monthly reimbursement to be used towards purchases that nourish your health, mind, body, and soulShort-Term DisabilityPaid Employee Family LeaveFamily Building BenefitWeber Shandwick is proud to be an Equal Opportunity/Affirmative Action employer. Weber Shandwick recruits qualified applicants without regard to race, color, religion, gender, age, ethnic or national origin, protected veteran status, physical or mental disability, sexual orientation, gender identity, marital status or citizenship status.#LI-RJ1We make our careers website accessible to any and all users. If you need an accommodation to participate in the application process, please contact us at JobAppAccommodation@ipgdxtra.com . This email address is not for general employment inquiries or vendors; rather it is strictly for applicants who require special assistance accessing our employment website. Due to volume, messages sent to this email address that are not related to an accommodation cannot be answered.

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