Senior administrative assistant jobs in Hammond, IN

The Executive Administrative Assistant is responsible for executive-level administrative support to Department Chairs, and Vice Presidents within the organization and must use independent judgment and authority to execute projects and maintain workflow. The incumbent will work as part of team and demonstrate superior organization skills, strong interpersonal and communication skills, and attention to detail proficient Microsoft application skills (Word, Excel, and PowerPoint) and be highly flexible and adaptable. Responsibilities: • Independently performs high level technical and administrative work supporting executive level personnel and the division or unit he/she is responsible for. • Serves as a project manager for a variety of special projects; conducts special studies and analyses and makes recommendations to resolve organizational, procedural and system problems. • Creates and revises systems and procedures by analyzing operating practices, record-keeping systems, forms control, supplies inventory, and office layout. • Implements changes independently for areas of responsibility. For issues outside responsibility, makes recommendations and, following managerial review, implements changes. • Uses software applications to research and prepare documents and presentations. Collects, analyzes, and manages data. • Manages calendar; sets meeting priorities; identifies objectives of meetings and identifies materials needed for meeting; exercises judgment to ensure appropriate parties attend meeting. • Screens incoming email, mail, and telephone calls to assign priority, route as needed, identify additional resources needed to address and/or respond to the communication. • Independently plans and executes events, activities, and meetings. • Assists with creation, preparation, and distribution of materials to be presented to all levels of organizational staff. • Reads, research, and routes correspondence while maintaining security and confidentiality of highly sensitive information. • Communicates directly, and on behalf of the Executive, on all matters related to the Executive's initiatives and areas of responsibility. • Develops and maintains relationships with all internal and external customers. Serves as a "gatekeeper" to the Executive to help manage and protect his/her time. • Records meeting discussions by attending meetings and recording key discussions and conclusions. • Performs other duties as assigned. Qualifications: Required • Associate degree or equivalent relevant work experience. 3-5 years of experience in a business office with a strong emphasis on database management and customer service. • Knowledge of Microsoft Office, PowerPoint, and Excel. • Ability to organize and think independently. Excellent interpersonal skill Preferred • B.A. degree or business equivalent and 5 years business experience. Competencies/Performance Expectations: • Please refer to Performance (Standard/Leadership) Competencies. • Exceptional interpersonal skills, including the ability to establish and maintain effective relationships with patients, physicians, management, staff, other departments, vendors, and other customers. • Demonstrated customer service skills, including the ability to use appropriate judgment, independent thinking and creativity when resolving customer issues. • Ability to effectively handle challenging situations. • Ability to balance multiple priorities. • Excellent verbal and written communication skills. • Ability to use personal computers and select software applications. • Ability to analyze data for decision making purposes. • Strong computer skills, including Microsoft Office, Outlook, and database entry. • Ability to maintain a high degree of confidentiality. • Ability to adapt to changes in work environment, delays, or unexpected events. • Demonstrates attention to detail and monitors own work for accuracy. About US Tech Solutions: US Tech Solutions is a global staff augmentation firm providing a wide range of talent on demand and total workforce solutions. To know more about US Tech Solutions, please visit *********************** US Tech Solutions is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, colour, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran. Warm Regards, Recruiter Name: Praveen Kumar Designation: Associate Team Lead Internal Job ID: 25-54553

Job Title: Executive Assistant Duration: 3+ Months (Possibility of Extension) Responsibilities: Seeking a detail-oriented, proactive Executive Assistant and Visitor Coordinator to support the inaugural Faculty Director and the incoming Executive Director. In this highly visible and impactful role, you will expertly manage dynamic calendars, ensuring that the Directors are fully prepared to transition seamlessly between engagements. You will take ownership of the end-to-end visitor experience pipeline, including tracking prospective guests, managing invitations, booking travel and accommodations, onboarding visitors, and serving as the principal concierge for high-profile guests at the Forum. This position also plays a key role in supporting the Forum's information flow, helping to streamline operations, enhance efficiency, and ensure timely and accurate exchange of information among stakeholders. Providing budget support and serving as a technical liaison, you will master University systems to process and track payments, reimbursements, procurement, and collaborate with ITS and other support teams to resolve issues and optimize processes. This is an on-campus position with no hybrid or remote work option during the academic year. Evening or weekend assistance may occasionally be required for events and to support Forum programming, with the possibility of a more flexible schedule during the summer session at the discretion of the Directors. This role offers a unique opportunity to demonstrate leadership, drive logistical excellence, and actively contribute to the success and reputation of the Forum Qualifications: 7-10 years transferable experience in academic or multinational environments. Expertise in complex international calendar management, guest relations, and travel planning. Demonstrated experience with expense management, budget tracking Superior communication, organizational, and interpersonal skills; proven ability to anticipate needs, take initiative, and work independently in fast-paced settings. Advanced proficiency with Microsoft Office Suite and productivity tools (calendar, document, and expense platforms). Experience with Oracle, Workday, other systems desirable but not required.

13-Week Contract | 100% Onsite | Chicago, IL Schedule: Monday-Friday, 8:00 AM-4:30 PM Industry: Healthcare Lakeshore Talent is seeking an experienced Executive Administrative Assistant to support senior leadership within a healthcare clinic. This is a 13-week contract with strong potential for extension or hire. The role is fully onsite in Chicago and requires a polished administrative professional with exceptional organizational, communication, and technical skills. Responsibilities Provide high-level administrative and technical support to senior executives, department leaders, and clinic leadership. Serve as project manager for special assignments; conduct research, analyses, and propose solutions for process, workflow, and system improvements. Develop and revise administrative and operational procedures, including record-keeping, forms management, inventory tracking, and office layout enhancements. Implement procedural changes within areas of responsibility; prepare recommendations for broader operational adjustments. Create, edit, and prepare documents, reports, data summaries, and presentations using Microsoft Office applications. Manage complex calendars, schedule meetings, identify meeting objectives, and prepare necessary materials. Screen, prioritize, and route incoming calls, emails, and mail; determine appropriate follow-up and required stakeholders. Plan and execute events, activities, and executive meetings end-to-end. Support creation and distribution of materials for internal audiences at all organizational levels. Maintain confidentiality of highly sensitive information; manage correspondence on behalf of executive leadership. Build and foster strong relationships with internal and external partners; serve as a professional representative and gatekeeper for executive time and priorities. Attend meetings and document key discussions, decisions, and action items. Perform other administrative duties as assigned. Qualifications Required: Associate degree or equivalent professional experience. 3-5 years of administrative experience in an office or healthcare setting, with strong emphasis on customer service and data/document management. Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook). Strong organizational skills and ability to work independently with sound judgment. Excellent interpersonal, written, and verbal communication skills. Preferred: Bachelor's degree or equivalent business experience. 5+ years of administrative support experience in a fast-paced, executive-level environment. Key Competencies Exceptional customer service and relationship-building abilities. Ability to manage multiple priorities and handle challenging situations professionally. High attention to detail with strong accuracy in work. Ability to analyze data and leverage findings for decision-making. Adaptability to changing environments and shifting priorities. Strong discretion and ability to maintain confidentiality. Additional Requirements COVID-19 vaccine: Required (medical exemptions only). Flu vaccine: Required (no exemptions). Must be comfortable in a fully onsite role. Role requires clearance of a drug test and background check prior to hire.

*Must have seven plus years of experience *Candidate must be onsite five days a week for the first month, with potential of remote work (up to two days remote each week) after the 30 day evaluation period Assists a VP-level Executive, their three (3) direct reports, and a mid-size department with daily administrative duties. Candidate will perform a broad variety of administrative activities including (but not limited to): managing projects, tracking deadlines, managing an active calendar of appointments, arranging travel and itineraries, completing expense reports, coordinating meetings/events, preparing/editing presentations, composing correspondence, and recommending/making purchase decisions. The candidate must possess strong written and verbal communication skills. The candidate is expected to have intermediate to advanced computer skills including word processing, spreadsheet calculations, basic presentation assembly, and familiarity with database applications; this individual may be asked to train others, if needed. Candidate must be comfortable working in a complex, fast-paced environment.

Entry-Level Administrative Assistant - Elk Grove Village, IL $23/Hour-$26/Hour + Unlimited overtime at time and a half and full health benefits! We're a nationally recognized health and wellness brand specializing in premium supplements formulated to support skin radiance, hair growth, nail health, gut function, and overall well-being. We've expanded to serve millions of customers, with a team of 1,000+ employees operating across multiple fulfillment centers, corporate hubs, and retail distribution partners nationwide. As an industry leader, we're committed not only to delivering exceptional, science-backed products, but also to creating an environment where our people can build lasting, fulfilling careers with genuine opportunities for advancement. We're currently looking for three Entry-Level Administrative Assistants to join our Operations team. This role is ideal for someone who is detail-oriented, organized, proactive, and excited to learn the essential behind-the-scenes processes that keep our logistics engine running smoothly across all locations. You'll play a key part in supporting daily operational workflows, improving efficiency, and ensuring our growing network continues to deliver excellence at scale. What You'll Do: In this back-end, data-driven role, you will support daily logistics and operations tasks, including: Assist with documentation management, including filing, updating, and auditing shipping and compliance records Maintain and update customer, order, and shipment data within our logistics systems Support the creation and processing of invoices, packing lists, and shipment manifests Communicate with internal teams to clarify order details, shipment requirements, and timeline expectations Help track inventory and shipment statuses to ensure smooth, on-time deliveries Coordinate small administrative tasks that keep the logistics office running efficiently Qualifications: Associates Degree required, Bachelor's Degree is a plus Experience in Microsoft Office applications Enjoys back-end/administrative/data focused work Eager to learn Ability to work in a fast paced environment Corporate Resources, on behalf of our client located in Elk Grove Village is hiring (3) Entry-Level Administrative Assistants.

For nearly four decades, Friedman + Huey Associates LLP has been providing high-level tax and business consulting services across the United States and in nearly 30 countries around the world. With a tremendous team of professionals, we place a keen focus on providing exceptional service to our clients. Our associates enjoy great camaraderie and an excellent work culture. We work hard/play hard and continue to maintain team relationships even while working remotely/hybrid. We are looking for an onsite Administrative Assistant to join our team in our Frankfort office. This position will provide administrative support to all levels of the firm. The Administrative Assistant will regularly interact with Partners, all levels of staff and clients. This role requires supreme integrity, trust, and commitment to confidentiality and diplomacy. The ideal candidate should be self-driven, resourceful and think outside of the box. Functions will include some but not all of those listed below. Essential Functions Answer and direct phone calls in a friendly manner. Sort and distribute incoming mail. Schedule meetings accordingly using Outlook/Teams. Send/distribute incoming faxes. Prepare US mailings, UPS, FedEx, and messenger packages. Finalize letters/notices and draft engagement letters. Scan client documents and monthly statements. Assign returns to interns and manage 1040 queue. Create client codes, create locators, and update account in practice management program. Prepare, print, and collate tax organizers. Organize and process incoming client data. Downloading/uploading client data from portals/websites. Create SurePrep binders and import into GoSystem. Assemble tax returns (individual, trust, entities, gift tax, estate tax) - paper and electronic. Coordinate and prepare batch filing. Record chargeable client expenses. Draft, review & post client invoices. Prepare various reports as requested. Prepare 1099s annually and as requested. Coordinate services to maintain the office as directed by Firm Administrator. Experience Bachelor's degree preferred. Experience in the accounting industry preferred. Minimum of 5 years of administrative experience supporting multiple individuals in a fast-paced, confidential, professional services environment. Possess an intermediate skill level (at minimum) in the following: Microsoft programs - Excel, Outlook, PowerPoint, Teams, Word. Knowledge with programs a plus - e-Form RS, GFR, GoSystem, PracticePro 365, SafeSend, SurePrep. Demonstrate skills in the areas of time management, communication, interpersonal skills, high-level of emotional intelligence, relationship building, collaboration, and problem solving. Ability to incorporate creative approaches to various projects by taking initiative and working independently. Keen sense of accuracy, attention to detail. Basic accounting knowledge a plus. Benefits Highly competitive compensation and benefits package Medical/Dental/Vision/Life/Disability/401k/Profit Sharing/PTO Perk offerings in a family friendly environment If you are seeking an employee-centric firm who cares about its employees as individuals and provides career growth opportunities for its team members, we encourage you to apply.

This role provides administrative, scheduling, and operational support to a department that oversees a highly structured student program. The position serves as a central point of communication between students, leadership, faculty, and external stakeholders. Job Title: Administrative Assistant Location (city, state): Lombard, IL Industry: Non Profit Pay: $45,000 - $50,000 annually (hourly role; compensation depends on experience) Benefits: This position is eligible for standard benefits offered through Addison Group (medical, dental, vision and 401k) Key Responsibilities: Maintain department records, calendars, databases, and documentation across multiple systems Coordinate schedules, meetings, agendas, minutes, space reservations, events, and department communications Support student-related processes including orientation preparation, handbook updates, advisor assignments, counseling coordination, evaluations, and annual reporting Act as a liaison between department leaders, faculty, students, and internal administrative offices Manage day-to-day administrative tasks such as mailings, announcements, housing updates, health office coordination, and distributing updated information to the campus community

CEO/President Support: Reports directly to the CEO/President (C/P). Provide comprehensive support services to the (C/P) that ensures a professional, responsive, and effective experience with the organization. Maintain C/P calendar. Prioritizes inquiries and requests while troubleshooting conflicts with little guidance; makes judgments and recommendations to ensure smooth day-to-day engagements. Update and maintain data bases for C/P. Office Management: Limited Support of Human Resources for the organization including: Limited Assistance with recruitment efforts, new hire orientations and on-boarding. Acts as a liaison with landlord and building management on any office-related issues. Provides timely and proactive management of the organization's office environment. Maintains physical and electronic office filing systems for C/P, and other as assigned. Administrative Functions: Writes error-free, emails and letters for various events and announcements. Maintains confidentiality and uses a high degree of discretion. Works in a professional and focused manner to schedule internal and external meetings. Takes notes and distributes meeting minutes, agendas and meeting packages. Maintain digital files. Other duties as assigned. QUALITIES OF OUR ADMINISTRATIVE ASSISTANT Maintains punctual, regular, and predictable attendance. Works collaboratively in a team environment with a spirit of cooperation and as a relationship builder. Displays excellent communication skills including presentation. Diplomatic skills required in working with guests, vendors, and coworkers and including the ability to communicate effectively and remain calm and courteous under pressure. Displays engaging interpersonal skills including the ability to think and act strategically, provide sound judgment, and provide a positive and energetic attitude. Provides systematic and dependable follow up, as well as a high level of organization and preparedness. Maintains workflow under pressure and in a fast-paced, high-profile work environment. Respectfully takes direction from C/P. REQUIREMENTS 2+ years of administrative experience Bachelor's degree preferred, but an associate's degree with sufficient administration experience may suffice Event management experience (working with major events) Coordinate and execute email blasts and mail campaigns to promote events and initiatives. Manage follow-up communications and outreach related to event planning and attendance. Experience using web conferencing tools such as Zoom or WebEx Uses Outlook, Word, Excel and PowerPoint to produce materials for internal and external meetings and conferences. Understanding of basic AI tools. Experience and knowledge of YouTube Understanding of social media platforms Some Photoshop and Canva experience preferred. Ability to multitask. An attention to detail. Works with little direction Organized Ability to plan ahead. Ability to work with Posh / Eventbrite or similar apps. Spanish speaking (Bilingual) strongly preferred. Both written and verbal skills

We are seeking a proactive, detail-oriented Administrative Assistant to join a fast-growing real estate firm and play a key role in the day-to-day operations of a dynamic commercial real estate portfolio. This is an excellent opportunity for someone who is not only eager to learn the industry but genuinely excited to build a long-term career within a company that is expanding quickly and values internal growth. The ideal candidate is sharp, organized, and naturally resourceful. Someone who takes initiative, thrives in a fast-paced environment, and enjoys being the person who keeps everything running smoothly behind the scenes. You will be entrusted with responsibilities that directly impact tenant relationships, vendor partnerships, and overall property performance. If you enjoy variety, problem-solving, and being the dependable backbone of a busy team, this role offers the perfect blend of challenge and opportunity. Responsibilities Provide day-to-day support to the Property Manager as needed. Maintain and track Tenant and Vendor Insurance Certificates. Communicate with contractors, vendors, and on-site teams to support ongoing property operations. Assist with Accounts Payable functions, including PayScan, tenant invoicing, and bill-backs. Support monthly and quarterly reporting requirements. Set up new vendors and ensure proper documentation is collected. Conduct occasional on-site property visits within the Chicago metro area. Assist with special projects, certified mail-outs, and other written correspondence. Manage and draft tenant correspondence; communicate with on-site security teams as needed. Support Accounts Receivable, including rent collections and tenant communications. Track and record tenant sales monthly. Maintain organized electronic filing systems and track utilities across properties. Update and manage internal spreadsheets and operational logs. Ideal Experience 2-3 years of relevant experience, with commercial real estate experience required. Experience working in Accounts Receivable or handling payments within a real estate environment. Confident, professional communication style, capable of handling challenging interactions. Ability to work in a reactive, fast-paced environment while maintaining professionalism and composure. Experience with Yardi, PayScan, Commercial Café, and Microsoft Office applications (especially Word and Excel). Strong organizational skills, attention to detail, and the ability to juggle multiple priorities. A desire to learn, grow, and advance within the company. #117938 The Larko Group is a women-owned, premier staffing and recruiting firm based in Chicago with a nationwide reach. We specialize in Direct Hire, Temp-to-Hire, and Temporary/Project placements across a wide range of roles, including Executive Assistants, Administrative Assistants, Personal Assistants, Chief of Staff, Office Managers, Receptionists, General Office, Event Support, Project Management, and Customer Service.

Responsible for managing the full administrative and compliance process for municipal permitting, contractor licensing, and project documentation. This role ensures that all jobs are properly approved, tracked, and completed in accordance with local regulations and company standards while supporting communication across departments including sales, project management, and insurance. Experience 1-3 years of experience in an administrative, clerical, or office support role Experience with scheduling, recordkeeping, and data entry is often required Skills and Abilities Strong written and verbal communication skills Excellent organizational and time management abilities Proficiency with office software (e.g., Microsoft Office Suite or Google Workspace) Ability to handle confidential information with discretion Attention to detail and accuracy Problem-solving and multitasking skills Customer service orientation Responsibilities: Permitting & Licensing Management Work directly with municipalities to obtain contractor licenses and necessary permits for each project. Compile, complete, and submit all required documentation including bonds, certificates of insurance (COIs), signed contracts or purchase orders, scopes of work, and plats of survey. Ensure all projects are reviewed and approved by the appropriate municipal authorities before work begins. Track and update permit status daily, identifying outstanding applications and following up as needed. Dispatch & Project Coordination Prepare and distribute daily dispatch schedules outlining job locations, tasks, and assigned project managers. Maintain organized records linking each job number with its corresponding documents, communications, and approvals. Manage job closeouts by scheduling and overseeing final inspections with municipalities, ensuring all work meets local requirements and company standards. Insurance & Vendor Documentation Coordinate with the insurance team to issue and manage COIs for all vendors, subcontractors, and clients. Verify accuracy and compliance of insurance documentation prior to approval for work. Maintain up-to-date vendor records including W-9 forms, insurance certificates, and contact details within the CRM system. CRM & Administrative Management Utilize the company CRM system (Procru) to upload project documentation, input job costs, and track billing-related information. Update CRM data for customers, vendors, and job sites in coordination with the sales team. Generate and review reports to monitor project progress, permit status, and document compliance. Cross-Departmental Communication Act as a liaison between municipalities, sales teams, project managers, and vendors. Keep sales informed of permit progress, inspection results, and project readiness. Ensure all relevant documents are accurate, current, and accessible to internal teams. Heartland Paving Partners is an organization committed to diversity and inclusion to drive our business results and create a better future every day for our diverse employees and communities. We believe a diverse workforce allows us to match our growth ambitions and drive inclusion across the business. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, age, national origin, protected veteran status, or any other characteristic protected by local, state, or federal law and will not be discriminated against on the basis of disability.

Sr. Executive Administrative Assistant - Be the Difference-Maker Who Powers Our Leaders (Kraft Heinz) - ONSITE Opportunity to sit in our WHQ in Chicago, IL MUST BE ABLE TO WORK ONSITE Tuesday-Thursday Ready to step into a high-visibility role where your organization, judgment and energy make a direct impact? At Kraft Heinz, our Executive Assistants don't just manage calendars - they set leaders up to win. If you love turning complexity into clarity, protecting executive time, and delivering flawless experiences, this is the role for you. Why this Opportunity is Exciting! You'll work side-by-side with senior leaders and influence how decisions get made. Your work will be seen, valued and relied upon across the company. Every day is different - one moment you're orchestrating an international trip, the next you're crafting a briefing that helps shape a business decision. You'll join a collaborative culture that rewards initiative, offers real growth, and supports your development. What You'll Own: Strategic calendar and time management: prioritize requests, create space for what matters, and ensure leaders are always prepared and focused. Meeting and communications enablement: build agendas, prepare briefing materials, coordinate pre-reads and track follow-up actions so meetings drive results. End-to-end travel logistics: design efficient, comfortable travel plans that protect executive productivity and wellbeing - domestic and global. Events and offsites: plan and execute internal meetings and offsite experiences that are seamless, on-brand and impactful. Operational excellence: process invoices, manage vendors and expenses, coordinate visitors and partner with Facilities to keep executive workspaces professional. Confidentiality and judgement: handle sensitive information with absolute discretion and a solutions-first attitude. What Would Make you Succeed: 3+ years supporting Senior Executive Leadership in a fast-paced, cross-functional environment for a similar sized Fortune 500 Corporation (or equivalent experience). Exceptional communicator, proactive planner and relationship-builder who anticipates needs and calmly navigates ambiguity and everchanging priorities and project. Confident with Outlook, PowerPoint, Excel and other technology/collaboration tools - quick to learn new systems. Demonstrated discretion and sound business judgment, executive presence and ability to maintain business confidentiality. What you will love about this position: Work with influential leaders and see direct outcomes from your contributions. Competitive compensation and benefits, flexible/hybrid work options, and opportunities for career growth and development. A culture that values ownership, curiosity and teamwork - plus meaningful work that supports Kraft Heinz's ambitious strategy. Apply today for this exciting opportunity to be the orchestrator behind the Executive Leadership Team that "Makes Life Delicious" Our Total Rewards philosophy is to provide a meaningful and flexible spectrum of programs that equitably support our diverse workforce and their families and complement Kraft Heinz' strategy and values. New Hire Base Salary Range: $68,900.00 - $86,100.00 Bonus: This position is eligible for a performance-based bonus as provided by the plan terms and governing documents. The compensation offered will take into account internal equity and may vary depending on the candidate's geographic region, job-related knowledge, skills, and experience among other factors Benefits: Coverage for employees (and their eligible dependents) through affordable access to healthcare, protection, and saving for the future, we offer plans tailored to meet you and your family's needs. Coverage for benefits will be in accordance with the terms and conditions of the applicable plans and associated governing plan documents. Wellbeing: We offer events, resources, and learning opportunities that inspire a physical, social, emotional, and financial well-being lifestyle for our employees and their families. You'll be able to participate in a variety of benefits and wellbeing programs that may vary by role, country, region, union status, and other employment status factors, for example: Physical - Medical, Prescription Drug, Dental, Vision, Screenings/Assessments Social - Paid Time Off, Company Holidays, Leave of Absence, Flexible Work Arrangements, Recognition, Training Emotional - Employee Assistance Program , Wellbeing Programs, Family Support Programs Financial - 401k, Life, Accidental Death & Dismemberment, Disability Location(s) Chicago/Aon Center Kraft Heinz is an Equal Opportunity Employer - Underrepresented Ethnic Minority Groups/Women/Veterans/Individuals with Disabilities/Sexual Orientation/Gender Identity and other protected classes. In order to ensure reasonable accommodation for protected individuals, applicants that require accommodation in the job application process may contact *********************** for assistance.

Description TITLE: Senior Executive Assistant REPORTS TO: President & Chief Operating Officer TYPE: Full Time, Hybrid (1-3 days in office per week; flexibility required for key meetings and events) Please submit a cover letter. CCS is unable to sponsor work visas for this position, including H-1B. Candidates must be authorized to work in the U.S. without current or future visa sponsorship. WHO WE ARE CCS Fundraising is an international strategic fundraising firm that partners with nonprofits for transformational change. Since 1947, CCS has empowered many of the world's greatest organizations across sectors to advance some of the most important causes in history. We plan, manage, and implement programs and initiatives that achieve fundraising goals and mission impact. CCS provides tailored support to more than 700 nonprofit organizations annually. Headquartered in New York, the firm has over 600 professionals and 18 offices throughout the United States and Europe. Our people are our greatest strength. At CCS, you will join a diverse team of smart, passionate, and resourceful professionals who are driven by purpose and committed to performance. UNDERSTANDING THE ROLEThe Senior Executive Assistant provides high-level administrative and operational support to the President & Chief Operating Officer (COO), ensuring smooth day-to-day execution, exceptional preparation for meetings, and seamless coordination across the firm. This role manages complex scheduling, travel, expenses, and communications while anticipating needs and maintaining the highest level of professionalism and confidentiality. The Senior Executive Assistant leads the broader operations of the Office of the COO through meeting logistics, project coordination, and close collaboration with colleagues across corporate and regional leadership teams. They will partner closely with the EVP & Head of Enterprise Strategy & Operations on firmwide coordination and leadership planning, and with the Chicago-based Central Strategy & Operations team to address any local office needs of the President & COO and Executive Leadership Team. The ideal candidate is resourceful, strategic with their time management in a deadline-driven corporate environment, possesses high EQ, and approaches challenges with empathy and curiosity. This is a full-time role with opportunities for growth and professional development in a mission-driven, growing company. RESPONSIBILITIESExecutive & Administrative Support Manage the President & COO's complex and dynamic calendar, including scheduling, prioritization, and coordination of internal, client, and external meetings. Prepare daily and weekly briefing materials, to-do lists, and key follow-ups to ensure the COO is fully prepared and share these items through the most effective mediums, considering the preferences of the COO and their immediate team. Manage all aspects of travel, including transportation, accommodations, and detailed agendas. Manage expense reporting and reimbursements through Navan with accuracy and timeliness. Organize, maintain, and prioritize the President & COO's inbox, flagging key priorities and drafting or proofreading responses as appropriate. Draft and edit executive correspondence, meeting recaps, and communications for internal and external audiences. Facilitate catering, printing, shipping, and on-site logistics for leadership and client meetings. Maintain electronic filing systems, contact lists, and confidential records in alignment with CCS policies and data standards. Exercise sound judgment in high-impact scenarios, making executive-level decisions to support business priorities. Leadership Meeting & Event Coordination Plan and execute logistics for leadership/group meetings the President & COO leads or attends, including Executive Leadership Team (ELT), Corporate Leadership Team (CLT), and Regional Leadership Team (RLT) sessions. Partner with others across the CCS Executive and Regional Leadership Teams to align meeting cadence, agendas, and preparation materials. Manage timelines, coordinate briefing packets, and track action items following meetings to ensure accountability and follow-through. Lead event logistics for firm-wide gatherings, retreats, and off-sites as needed. Project & Operational Coordination Develop an understanding of CCS client-facing work, internal projects and their respective needs to ensure that appropriate meetings are scheduled, and materials are prepared in a timely manner. Lead occasional projects that support company goals and involve collaboration across teams. Gather updates, data, and materials that inform leadership discussions and reporting. Partner closely with the EVP & Head of Enterprise Strategy & Operations on operational alignment, firmwide coordination, and information flow across departments. Collaborate with the Central Strategy & Operations team to address any Chicago-based needs for the President & COO or the Executive Leadership Team. Partner in managing and monitoring the $1.15M non-comp budget of the office of the President & COO. Maintain awareness of key firm priorities and timelines to anticipate upcoming needs and proactively plan support. Collaboration & Communication Build strong working relationships with corporate and regional leaders, executive assistants, and other internal teams to ensure seamless communication and coordination. Demonstrate exceptional judgment, discretion, and service orientation in all interactions with internal colleagues and external contacts. Develop and sustain a level of professionalism, among staff and clients, consistent with the firm's mission and values. Handle confidential information with discretion. QUALIFICATIONS Bachelor's degree required. 7-10 years of executive assistant experience, including 3+ years supporting C-suite or senior executives in a professional services environment. Proven ability to manage complex calendars, travel, expenses, and confidential correspondence with precision and discretion. Excellent written and verbal communication skills, with strong attention to detail and professional polish. Highly organized and proactive, with the ability to anticipate needs and adapt to shifting priorities. Proficiency in Microsoft Office Suite required. Experience with Monday.com, NetSuite, HubSpot, and Navan preferred. Strong interpersonal skills and the ability to build trust and rapport across levels and functions. CCS offers competitive benefits, a dynamic training program, resources, career advancement, mentoring, and networking opportunities. We are an Equal Opportunity Employer and strongly encourage a diverse pool of candidates to apply. SALARY RANGE: $90,000 - $120,000 The exact salary varies within range based on years of relevant experience and education.

This is where your work makes a difference. At Baxter, we believe every person-regardless of who they are or where they are from-deserves a chance to live a healthy life. It was our founding belief in 1931 and continues to be our guiding principle. We are redefining healthcare delivery to make a greater impact today, tomorrow, and beyond. Our Baxter colleagues are united by our Mission to Save and Sustain Lives. Together, our community is driven by a culture of courage, trust, and collaboration. Every individual is empowered to take ownership and make a meaningful impact. We strive for efficient and effective operations, and we hold each other accountable for delivering exceptional results. Here, you will find more than just a job-you will find purpose and pride. Your role As the Senior Executive Assistant, you will play a significant role on the team, providing dedicated support to the executive as well as one or two additional leaders and providing support for function as a whole. Exposure to senior levels of the organization, partnering with other Executive Assistants and Senior Executive Assistants, and external team members will be part of the day-to-day responsibilities. What you'll be doing Provide dedicated support to 3 VP's, and, as needed, to their departments. Support a large organization within IT with multiple senior Director level employees. This exciting and challenging position will require working with other administrative staff both within the US and Globally. Will require independent thinking as well as partnering with team members. Global interaction and exposure to senior levels of the organization and external vendors will be part of the day to day. Broad versatile role with frequently changing priorities and deliverables. Represent Baxter on committees of a number of local charities including Habitat for Humanity. Coordinate schedules and assist in managing time of others. Coordinate domestic and international travel arrangements. Prepare expense reports and manage department credit line for purchases. Manage departmental purchase and ensure prompt and efficient flow of procure to pay process. Create/prepare correspondence and complex presentations. Assist with all meeting planning, including room set up, WebEx, and Tele-Presence / video conferencing Develop and maintain database/spreadsheets. Manage staffing activities to include interviews, onboarding, contractors, and transfers. Apply and implement internal policies and provide training as needed. Involvement with project management/event coordination. Other duties as assigned by management. What you'll bring High school diploma required Bachelor's Degree highly preferred Minimum of 5+ years of relevant experience. (2 or more years Baxter experience preferred) Advanced knowledge of computers/systems including, PowerPoint, Word, Excel, Access and Outlook. Knowledge of documentation management a plus Demonstrated proficiency with Internet/Intranet applications and research. Excellent oral and written communication skills in order to effectively communicate with internal and external high-level executives. Previous experience with travel arrangements, expense reporting, meeting planning, and calendar management Experience working with Global teams and/or Technical group support highly desired Ability to multi-task, independently manage time and be detail oriented is a must Support VP during times of increased activity, or as needed Baxter is committed to supporting the needs for flexibility in the workplace. We do so through our flexible workplace policy which includes a minimum of 3 days a week onsite. This policy provides the benefits of connecting and collaborating in-person in support of our Mission. We understand compensation is an important factor as you consider the next step in your career. At Baxter, we are committed to equitable pay for all employees, and we strive to be more transparent with our pay practices. The estimated base salary for this position is $64,000 to $88,000 annually. The estimated range is meant to reflect an anticipated salary range for the position. We may pay more or less than of the anticipated range based upon market data and other factors, all of which are subject to change. Individual pay is based on upon location, skills and expertise, experience, and other relevant factors. For questions about this, our pay philosophy, and available benefits, please speak to the recruiter if you decide to apply and are selected for an interview. Applicants must be authorized to work for any employer in the U.S. We are unable to sponsor or take over sponsorship of an employment visa at this time. US Benefits at Baxter (except for Puerto Rico) This is where your well-being matters. Baxter offers comprehensive compensation and benefits packages for eligible roles. Our health and well-being benefits include medical and dental coverage that start on day one, as well as insurance coverage for basic life, accident, short-term and long-term disability, and business travel accident insurance. Financial and retirement benefits include the Employee Stock Purchase Plan (ESPP), with the ability to purchase company stock at a discount, and the 401(k) Retirement Savings Plan (RSP), with options for employee contributions and company matching. We also offer Flexible Spending Accounts, educational assistance programs, and time-off benefits such as paid holidays, paid time off ranging from 20 to 35 days based on length of service, family and medical leaves of absence, and paid parental leave. Additional benefits include commuting benefits, the Employee Discount Program, the Employee Assistance Program (EAP), and childcare benefits. Join us and enjoy the competitive compensation and benefits we offer to our employees. For additional information regarding Baxter US Benefits, please speak with your recruiter or visit our Benefits site: Benefits | Baxter Equal Employment Opportunity Baxter is an equal opportunity employer. Baxter evaluates qualified applicants without regard to race, color, religion, gender, national origin, age, sexual orientation, gender identity or expression, protected veteran status, disability/handicap status or any other legally protected characteristic. Know Your Rights: Workplace Discrimination is Illegal Reasonable Accommodations Baxter is committed to working with and providing reasonable accommodations to individuals with disabilities globally. If, because of a medical condition or disability, you need a reasonable accommodation for any part of the application or interview process, please click on the link here and let us know the nature of your request along with your contact information. Recruitment Fraud Notice Baxter has discovered incidents of employment scams, where fraudulent parties pose as Baxter employees, recruiters, or other agents, and engage with online job seekers in an attempt to steal personal and/or financial information. To learn how you can protect yourself, review our Recruitment Fraud Notice.

Job Title Senior Executive Assistant/Operations Specialist The Senior Executive Assistant provides high-level administrative and strategic support to two executive leaders within the Americas Commercial Real Estate business. This role manages complex priorities, ensures seamless coordination across both leaders' operations, and acts as a key partner in driving execution across a fast-paced, multi-market business. The ideal candidate anticipates needs, balances competing demands and builds strong relationships across senior leadership while maintaining absolute discretion. Job Description Key Company Ethos - DRIVE * Drive * Resilient * Inclusive * Visionary * Entrepreneurial Key Responsibilities: Executive Support * Manage an active and dynamic calendar, including meeting prioritization, strategic scheduling, and coordination across North Americas time zones. * Prepare the leader for daily meetings by organizing agendas, briefing materials, talking points, and required background information. * Serve as a partner in managing communications, drafting emails, and ensuring timely follow-up on key actions. * Coordinate complex travel for domestic and international trips, including itineraries, accommodations, and logistics. * Handle confidential information with the highest level of integrity. Business Operations * Support execution of business priorities across the Americas region by tracking key deliverables and deadlines. * Maintain oversight of team operating rhythms, including leadership meetings, town halls, business reviews, and offsites. * Partner with HR, Finance, Legal, and regional leadership teams to support operational needs, workflows, and internal programs. * Assist with preparation of presentations, reports, investor/client briefing materials, and leadership updates. Project & Relationship Management * Facilitate effective communication between the Americas Leaders and senior executives, business heads, office leads, and external stakeholders. * Coordinate cross-functional initiatives, ensuring timely progress and alignment across markets. * Manage special projects as assigned, including strategic research, vendor coordination, and event support. * Build strong relationships across markets to help navigate the business efficiently. Office & Administrative Oversight * Manage expense reporting, procurement, invoicing, and budget tracking as needed. * Oversee document management, approval flows, and contract routing. * Partner with office management teams to support space planning, client meetings, and operational needs. Qualifications * 5+ years of experience in operations, project coordination, executive support, or business administration * Demonstrated success in managing complex executive calendars and large-scale event logistics * Experience supporting or working closely with executive leadership * Excellent organizational and time-management skills with strong attention to detail * Strong written and verbal communication skills * Comfort working independently and navigating ambiguity * Proficiency in tools such as Microsoft Office, Teams, and project/task management platforms (e.g., Workday, Concur) * Ability to maintain discretion and confidentiality Preferred Qualifications * Experience in a large corporate or global organization * Familiarity with executive-level reporting, business planning, or stakeholder engagement * Experience coordinating offsites, board meetings, or corporate events * Interest in strategic operations, organizational planning, or process optimization Competencies * Executive presence with strong communication instincts. * Anticipatory thinker who can identify needs before they arise. * Problem solver who can navigate ambiguity and deliver solutions. * Detail-oriented with strong follow-through. * Strong interpersonal skills with a collaborative approach. * Calm and steady under pressure. Cushman & Wakefield also provides eligible employees with an opportunity to enroll in a variety of benefit programs, generally including health, vision, and dental insurance, flexible spending accounts, health savings accounts, retirement savings plans, life, and disability insurance programs, and paid and unpaid time away from work. In addition to a comprehensive benefits package, Cushman and Wakefield provide eligible employees with competitive pay, which may vary depending on eligibility factors such as geographic location, date of hire, total hours worked, job type, business line, and applicability of collective bargaining agreements. The compensation that will be offered to the successful candidate will depend on factors such as whether the position is covered by a collective bargaining agreement, the geographic area in which the work will be performed, market pay rates in that area, and the candidate's experience and qualifications. The company will not pay less than minimum wage for this role. The compensation for the position is: $ 97,750.00 - $115,000.00 Cushman & Wakefield is an Equal Opportunity employer to all protected groups, including protected veterans and individuals with disabilities. Discrimination of any type will not be tolerated. In compliance with the Americans with Disabilities Act Amendments Act (ADAAA), if you have a disability and would like to request an accommodation in order to apply for a position at Cushman & Wakefield, please call the ADA line at ************** or email ***********************. Please refer to the job title and job location when you contact us. INCO: "Cushman & Wakefield"

Full Job Description The Company: Mesirow is an independent, employee-owned firm founded in 1937. As specialists in investment, risk management and advisory services, we are committed to helping our institutional, corporate, and individual clients achieve their objectives. We are proud of Mesirows culture of fostering team member engagement, entrepreneurship, and empowerment. Our positive culture, volunteerism, and opportunity for advancement makes Mesirow one of the few employers to be included in both Chicago Tribunes Top Places to Work and Crains Best Places to Work in Chicago. Our advisors provide investment and fiduciary services to individuals, families, corporations, and non-profit organizations. With over $8.2B in assets under management, we have earned a reputation for effectively managing our clients needs and goals. Wealth Management has been Mesirows flagship business for over 80 years, built around our trusted advisors, with an average tenure of over 20 years. The Opportunity: We are seeking a Senior Executive Assistant to support the President and CEO of our Wealth Advisors business. In addition, this role will provide support to the Managing Director of Operations and other leadership team members. The position will be located at our Highland Park office with occasional travel to our Chicago Headquarters. The position requires a wide range of administrative skills, excellent attention to detail, the ability to work independently, maintain confidentiality, exercise judgment and deal with competing demands. Primary Duties and Responsibilities: Provide advanced administrative support including but not limited to, managing the calendar, monitoring e-mail and voicemail, screening calls, handling mail, travel arrangements, preparing presentations, gathering material in preparation for meetings and compiling and submitting expense reports. Responsible for producing professional, grammatically correct, C-suite level correspondence without editing or oversight. Manage and assemble highly confidential and sensitive information in a professional and discrete manner. Coordinate, follow-up and confirm travel arrangements and changes, such as flights, lodging and ground transportation. Provide professional representation on all aspects of work including answering phones, greeting and interacting with internal and external clients. Ability to help plan and execute internal employee events along with client events (in conjunction with our marketing team). Act as liaison to Mesirows information technology department with respect to various project implementations, technology enhancements, and maintaining an adequate inventory of equipment. Assist in the onboarding of new Wealth Management employees. Serve as a liaison between corporate facilities and the Highland Park office. Maintain electronic and paper files on correspondence, clients, reports and other records by inserting new documents and disposing of outdated material. Assist in ad-hoc special projects as requested by Wealth Management Leadership. Requirements: Bachelors degree preferred. 5-10 years of administrative or operational support experience, preferably within financial or professional services or other client service business. Advanced knowledge of MS 365 and the Internet, and strong technical aptitude. Ability to handle heavy demands efficiently, meet deadlines and work effectively in stressful situations. Experience analyzing and resolving office administrative and procedural issues. Ability to exercise discretion and maintain confidential information and display the highest personal and professional integrity. Excellent organizational skills with the ability to complete tasks with superior accuracy. Polished written and verbal communication skills, strong interpersonal skills. Positive and approachable demeanor. Excellent attention to detail. Ability to complete tasks on own initiative, be a self-starter, and work with autonomy. Contact management, including Microsoft Dynamics, is a plus Flexibility in schedule to provide assistance outside of normal business hours and the ability to work from our Chicago office as necessary. EOE

SEIU Healthcare IL IN MO KS is a dynamic, action-oriented union representing over 100,000 healthcare and childcare workers throughout Illinois, Indiana, Missouri, and Kansas. We believe in a society defined by freedom and justice, where we can all have quality education, health care, and jobs, and where we all can live a full and plentiful life of our choosing. SEIU HCIIMK's mission is to organize together to build power and demand and win social and economic justice for our communities. Location: Chicago/Hybrid Remote Schedule Purpose: The Executive Assistant & Project Coordinator will provide professional support to the Chief of Staff (COS), cross-union functional Directors, and the union-wide Program Team. This position reports directly to the Chief of Staff. This confidential, non-bargaining unit position serves as a key executor of organizational processes and systems, communications, and collaboration to advance the union's core strategies and goals, including organizing, member strength, and advancing care for all and raising industry standards for workers across our industries. Duties and Responsibilities: Strategic Planning, Campaigns, Program: Support the COS, cross-union functional Directors, and the union-wide Program Team on strategic planning and organizational change initiatives that are cross-union or within the purview of a cross-union functional Director. Lead support to the COS and cross-program functional Directors to create and manage systems to track union wide progress of goals and to implement project management systems across our campaigns and programs. As directed by the COS, project manages union-wide programs and initiatives. Administrative: Manages the Executive's schedule, meeting preparations, follow-up tasks, and assistance with complex people coordination. Manages the cross-union systems across the Chief of Staff's portfolio, including staff time off, staff development plans, staff assessments, new staff onboarding, etc., including supporting other cross-union functional Directors on these systems. Planning and assisting in meeting facilitation through formation of agendas and other logistics. Coordinating resources and tools to ensure the success of meetings. Managing memos, meeting minutes, and correspondence. Managing the system for tracking organizer/staff development training opportunities and participation. Managing logistics for staff deployed externally for campaigns. Support the administrative processes for Member Intern/Lost Timer requests. Work with directors to set up systems for financial tracking and reporting, creating and executing contracts, and staff and member travel deployments, coordinating with the operations team on ordering supplies and other logistical needs. Manages COS expenses, tracking and reporting, and reviews budgets. Other duties as assigned. Other Expectations: All union staff are expected to respect the processes of the organization and to work within the framework of the organization to resolve internal disputes and issues. Working Conditions: The Executive Assistant may be required to work long and irregular hours, and to work on weekends and holidays when necessary. Key Qualification Criteria: The ideal candidate will have at least five (5) years of experience in administrative and program support functions. Successful candidates shall possess relevant experience through their previous work in economic, social or racial justice organizations or campaigns. Experience with the systems and structures that provide a foundation for successful programs, campaigns, cross-people, and cross-team coordination. Basic understanding of the principles of organizing and a strong commitment to economic, social, and racial justice. Ability to work in a multicultural and diverse work environment. Strong writing and proofreading ability. Intermediate to advance knowledge with Microsoft Office Suite (Word, Excel, and PowerPoint) and project management software such as Microsoft Project, Trello, or similar. Ability to set up video conferencing meetings & associated tools within platforms, such as Zoom & Microsoft Teams. Effective writing skills include the ability to synthesize information into clear, concise messages both for analytical reports and executive summaries. Exceptional verbal communication includes the ability to relate well with others and ability to adapt style as needed to all levels of the organization. Ability to learn and adapt to new and ongoing changes in technology. Knowledge of budget management, creating workplans, and tracking projects. Efficiently plan and manage meetings or conference budget and resources. Good and ethical judgment. Willingness to take initiative and to work with a team. Ability to work independently and balance conflicting demands successfully. Can maintain working relationships with other staff and members and have experience collaborating with others. Preferred Qualifications - Candidates with one or more of the following are preferred: Bilingual English/Spanish is a plus but not required. Applicants of color are encouraged to apply. Salary and Benefits: Salary: $87,966.12 - $90,411.21/ Annually Benefits & Additional Compensation: Full-time employees are eligible for a comprehensive benefits package that includes: Health (Medical), Dental, and Vision Insurance; Dependent Care and Commuter/Transit Flexible Spending Accounts; a Health Reimbursement Account; Basic and Voluntary Life Insurance; Short-Term and Long-Term Disability Insurance; Paid Parental Leave; Ancillary Benefits such as Accident, Critical Illness, and Hospital Indemnity coverage; Employee Assistance Program (EAP); Pension Plan eligibility once vested; 401(k) Retirement Plan; Paid Holidays; and Paid Time Off. Most benefits are available to full-time employees on the first of the month following the hire date.

The Robert R. McCormick Foundation is a leading philanthropic institution investing more than $75 million annually in Chicagoland, with a focus on improving economic opportunity on Chicago's South and West Sides. The Foundation is named for its donor, Colonel Robert R. McCormick, and the Foundation's Board of Directors also oversees Cantigny, his former estate, which today provides educational and recreational opportunities in Chicago's western suburbs. The 500-acre Cantigny estate includes McCormick's Home and Gardens, which host dozens of programs and events annually for nearly half a million visitors; the First Division Museum, a military history museum that tells the story of the U.S. Army's 1st Infantry Division, beginning in World War I, when Col. McCormick served with the Division, to the Division's recent deployments in Europe and the Middle East; and Cantigny Golf, which consists of a 27-hole public golf course and Youth Links, a Par-3 course. Position Summary The Special Assistant supports the President & CEO, who oversees both the McCormick Foundation and Cantigny, and coordinates special projects, helps manage relationships internally and externally, and compiles and summarizes information to advance organizational priorities. The position works in lockstep with senior leaders and partners closely with the Executive Assistant who manages scheduling, correspondence, and operations for the Foundation's executive team. This role offers an opportunity to shape how the organization leads with impact. The Special Assistant will work on a range of projects, from grants management to long-term capital planning, and hone research, communication, and project management skills. External partners with whom this role engages include community-based organizations, major cultural and academic institutions, media partners, military liaisons, and other key stakeholders. Success in this position requires the ability to move quickly and thoughtfully and communicate clearly and concisely to inform and operationalize executive decisions. The role requires balancing multiple, time sensitive tasks, It is essential that the Special Assistant be an excellent writer and editor and be trustworthy. Key Responsibilities Communications Analyze complex strategic issues and synthesize diverse perspectives fairly and accurately. Draft, edit, and prepare materials such as presentations, grant updates, policy briefings, talking points, and board documents. Translate complex concepts into clear, accessible communications for internal and external audiences. Support communication between the President & CEO, staff, and external partners. Project Management Research topics related to the Foundation's grantmaking and operations, prepare summary materials, and offer clear, concise analysis and recommendations based on research findings. Lead and coordinate special projects to advance organizational priorities. Partner with staff to enhance the impact of programs, operations, and initiatives. Compile, summarize, and analyze information to inform executive decisions. Perform other duties as assigned to advance the Foundation's mission. Requirements Qualifications Education Required: Bachelor's degree in History, Social Sciences, Journalism, or other related field Experience Required: 0-2 years of full-time professional experience OR equivalent internships, research assistantships. Experience in communications, research, project management, or related functions. Demonstrated ability to write and present clearly and effectively. Experience working independently as well as collaboratively in team settings. Skills Strong written and oral communication skills. Strong organizational and project management skills with the ability to manage multiple priorities. High emotional intelligence, diplomacy, and discretion. Proficiency in Microsoft Office Suite (Word, PowerPoint, Excel) Creative problem-solving skills and adaptability to emerging technologies. Commitment to confidentiality, professionalism, and alignment with the Foundation's mission and values. Experience with AI, such as ChatGPT, and project management programs, such as Jira, AirTable, preferred Ability and willingness to learn new software/systems quickly Working Conditions: This is a full-time position. The Foundation is headquartered in downtown Chicago, and most work is performed in a typical office environment. The Special Assistant will also spend time at Cantigny in Wheaton. Regular travel to Wheaton is required. Equal Opportunity Employer Cantigny Park and the Robert R. McCormick Foundation provide equal employment opportunity (EEO) to all persons regardless of age, color, national origin, citizenship status, individuals with disabilities, race, religion, creed, gender, sex, sexual orientation, gender identity and/or expression, genetic information, marital and housing status. Salary Description $57,000-$64,000

Full Job Description Arsenault is looking for an Executive Assistant to join our team in the United States. Location is flexible - role may be located in Miami, Florida, or Des Moines, Iowa, or potentially another USA location. As the Executive Assistant, you will report directly to the President Americas, providing support in a one-on-one working relationship. As the President's Assistant you will serve as the primary point of contact for internal and external contacts on all matters pertaining to the Office of the President. A successful Executive Assistant will have strong organization skills, communicate effectively, and possess a mature character. The ideal candidate will be adaptable and flexible while working independently as this is a fully remote position. It is crucial that the Executive Assistant be fluent in both English and Spanish. Responsibilities: Serve as a liaison to the board of directors and senior management teams, organizes and coordinates executives' outreach and external relations efforts and oversea special projects Provide professional secretarial support to the president and ensure that effective communication and confidentiality are always maintained Completes a broad variety of administrative tasks for the President including managing an extremely active calendar appointments, processing expense reports/reclaims, composing and preparing correspondence that is sometimes confidential - including signatures of various legal documents for different group entity roles and responsibilities. Arranging complex and detailed travel plans, itineraries, and agendas and compiling documents for travel-related meetings. Assists in coordinating the agenda of senior management team meeting (including executive board meetings) and off-sites meetings, potentially taking minutes and follow up on action items. Work closely and effectively with President to keep him well informed of upcoming sense for the issues taking place in the environment and keeping the President updated. Arrange and coordinate on internal and external visits. Prepare various reports and presentation materials for the President. Facilitate the Visa Immigration and work permit requirement pertaining to Employment/Dependent Pass application and renewal process. Coordinate the global income tax declaration (with tax consultants) home search, car lease, tenancy agreement and other matters pertaining to administration. Prioritizes conflicting needs, handle matters expeditiously, proactively and follows-through on projects to successful completion, often with deadline pressures. Handles mails/communication in alignment with President. Full calendar and mail administration authority. Other duties as assigned Requirements Bachelor's degree or above Fluency in both English and Spanish is required 5 years of similar working experience in international company Strong organization and communication abilities Pleasant character; mature, considerate and patient Very strong interpersonal skills and the ability to build remote relationships with stakeholders, including staff, board members, external partners Good time management skills and good sense of confidentiality. Excellent knowledge in MS Office software. Flexible and adaptable with a high degree of personal freedom and self-directed responsibility. Seniority Level Associate Industry Chemicals Employment Type Full-time Job Functions Administrative Screening questions Required qualifications Have you completed the following level of education: Bachelor's Degree? Ideal Answer: Yes Do you speak Spanish? Ideal Answer: Yes Do you speak English? Ideal Answer: Yes

Strategic Executive Coordinator - Be the CEO's Ultimate Ally at Lily and Fox! Be the right hand to a CEO building a world-class brand, business, and life. Are you a high-energy, ultra-organized superstar ready to make a massive impact? Do you thrive on turning chaos into clarity and executing with precision? At Lily and Fox, we're on a mission to make beauty more affordable and we need a Strategic Executive Coordinator to partner with our visionary CEO, Sean Barry, to make it happen! This isn't your average assistant gig. You're the CEO's right-hand, a trusted confidant, and a master orchestrator who owns both professional and personal priorities with finesse. From shielding Sean's time to driving hiring strategies and streamlining family logistics, you'll be the force that keeps everything running smoother, faster, and smarter. If you're assertive, polished, and obsessed with getting things done, this is your chance to shine! Why This Role Rocks Be the CEO's Secret Weapon: Protect Sean's focus, amplify his impact, and make him look like a rockstar in every area of life. Own High-Stakes Execution: Lead hiring workflows, manage complex calendars, and coordinate across business and family with ease. Create Calm in the Storm: Bring order to chaos with systems, SOPs, and a proactive mindset that anticipates needs before they arise. Make a Real Difference: Help Lily and Fox inspire customers while supporting Sean's vision to scale the business and live his best life. What You'll Do - Big Rocks - The Game-Changers Master the Inbox & Calendar: Triage CEO's emails and schedule with ninja-like precision, ensuring only the critical gets through. Lead Hiring Like a Pro: Own the hiring process, post roles, screen candidates, coordinate interviews, and prep Sean only when needed. Plan Like a Strategist: Build weekly systems for business and personal priorities, keeping everything on track. Own Supplier Communication: Triage and respond to Supplier communications with lightning speed Run Family Logistics: Coordinate with CEO's partner on family events, social events, and more, making life seamless. Streamline Decisions: Create systems for task delegation, decision triage, and flawless information flow. 80% Daily Wins - Keep the Machine Humming Protect CEO Focus: Filter emails, batch requests, and block deep work time to keep CEO in the zone. Nail Scheduling & Travel: Book meetings, flights, and family plans with zero errors, plus research epic dinner spots or gifts. Drive Team Coordination: Delegate tasks, follow up on deliverables, prepare agendas, and keep the team aligned without the CEO lifting a finger. Support Family: Manage family logistics, social events, schedules, and special events Build Systems That Scale: Create dashboards, SOPs, and checklists for business rhythms, family routines, and admin tasks. Handle Personal Admin: Track subscriptions, organize receipts, and liaise with accountants to keep CEO's personal life frictionless. Boost Relationships: Send thoughtful gifts, manage contacts, and prepare background summaries for max impact. As-Needed Projects Jump into special projects, from cross-department coordination to ad-hoc leadership requests, with enthusiasm and skill. 🧠 You'll Thrive Here If You… Think like an operator but serve like a concierge Take ownership, not orders Love bringing structure to chaos Can switch from booking a dinner reservation to scheduling interviews in the same hour Have an eye for detail and a bias for action Value thoughtfulness, discretion, and initiative Take pride in making others look good This is not a work-from-home position. Good luck to everyone who applies! Equal Employment Opportunity: Lily and Fox is committed to providing equal employment opportunities in all employment practices. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, citizenship status, marital status, age, disability, genetic information, protected veteran status, gender identity or expression, sexual orientation, or any other characteristic protected by law. This job specification should not be construed to imply that these requirements are the exclusive standards of the position. This is not to be considered a complete list of job duties, which appear in the for this position, and which may be amended from time to time at the discretion of Lily and Fox. Incumbents will follow any other instructions and perform any other related duties as may be required by their manager. Please note, this job description is not a contract of employment and may be modified to meet evolving business needs. Employment at Lily and Fox is at-will, meaning that either the employee or the company may terminate the employment relationship at any time, with or without cause or notice. Type: Full-time, on-site Salary: $60,000-$100,000