Executive Assistant

This position will support and work directly with our company CEO in an administrative function. This role is fractional, and as such is estimated to require a minimum of 30 hours per month. The estimated contractual term for this opportunity is 4-months.

Requirements for this role include a demonstrated excellence working with C-Suite level individuals, ability to effectively manage multiple priorities, the ability to furnish references, and being located in Chicago, IL. This role will be mostly remote, with the possibility of in-person meetings in Chicago, IL on occasion.

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Executive Administrative Support:

• Provide remote administrative support to the CEO, assisting with day-to-day operational needs and executive priorities
• Draft, prepare, and organize documents, reports, and correspondence as required
• Maintain organized digital records and documentation related to executive activities
• Serve as a reliable point of contact for time-sensitive matters requiring executive attention

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Travel Coordination and Logistics

• Manage domestic and international travel arrangements including flights, accommodation and ground transportation
• Conduct travel research to identify efficient routes, cost-effective options, and suitable accommodations
• Prepare detailed travel itineraries for the CEO
• Manage and track visa applications and travel documentation to ensure compliance with international travel requirements

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Expense Management

• Prepare and submit executive expense reports ensuring accuracy and compliance with company policies and procedures
• Track receipts and maintain documentation for travel and business-related expenses

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Meeting and Event Coordination

• Coordinate and support virtual meetings and leadership calls as needed
• Assist with planning and organizing leadership gatherings, executive meetings, and advisory sessions
• Support logistics and preparations for leadership events and company initiatives

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Project and Operational Support

• Provide support for executive projects and operational initiatives as directed by the CEO
• Track tasks and follow-ups related to executive priorities
• Offer logistical and organizational support to ensure smooth execution of leadership activities

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Education/Work Experience:

• A minimum of 5-10 year’s experience providing support to C-Suite leadership in and administrative assistant/personal assistant capacity
• A proven background in sourcing global travel/accommodations and building out complex travel itineraries

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Capabilities/Skills:

• Demonstrated success supporting CEO leadership
• A demonstrated ability to prioritize multiple tasks at one time
• Able to communicate effectively through written and verbal methods
• Computer skills should include extensive knowledge in Excel, Word, PowerPoint, Outlook, Teams.
• Ability to maintain and foster a safe, organized, positive work area
• Able to adapt to a fast-paced environment
• Able to shift to new timelines, projects, or workloads as necessary
• Attention to detail and ability to self-correct as needed
• Ability to maintain a high level of discretion and confidentiality
• Ability to take verbal and/or written instruction

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How to Apply

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