Executive Administrative Assistant
Senior Administrative Assistant Job 24 miles from Hinsdale
Bathing Brands Inc. is searching for an Executive Administrative Assistant who thrives in high-pressure, fast-paced environments. They will be well-organized, proven clear thinkers, solution-oriented, and passionate about achievement.
Managing Outlook calendar and contacts
Managing correspondence
Scheduling of meetings, conferences, and travel
Recording, transcribing, and distributing minutes of meetings
Personal errands
Working on special projects for the CEO, President, or other Managers
Key Competencies:
Excellent organizational and planning skills
Strong communication skills, with written being especially important
Problem analysis and problem solving skills
Ability to navigate ambiguity with confidence
Excellent listening skills
High level of professionalism and integrity
A positive attitude and a sense of humor
Ability to operate with complete confidentiality, showing maturity and discretion
Attention to detail, accuracy, and consistently meeting deadlines
Initiative, and the ability to follow through are essential
Ability to learn quickly
Proficiency in Microsoft Office
When you join Bathing Brands, not only do you get to work with some great folks, but you'll enjoy comprehensive benefits too.
A caring company culture with a casual, yet professional, work environment
PTO, holidays, and an annual paid community day to spend with a charity of your choice
Company-subsidized Blue Cross Blue Shield health insurance plans available along with dental, vision, short/long term disability, and company-paid group AD&D life insurance
Employee Assistance Program (EAP)
Referral Program
401(k) Retirement Plan with annual company matching funds
Profit Sharing Program with bi-annual payouts
For 55 years, Bathing Brands, Inc. has been a national leader in the distribution, installation, and maintenance of steam and sauna bathing environments for both residences and facilities. We are uniquely comprised of technicians, designers, educators, and bathing specialists, unified by a desire to advance steam and sauna for its superb health and wellness benefits.
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Executive Assistant
Senior Administrative Assistant Job 14 miles from Hinsdale
Our client, a premier real estate investment management company, is seeking an Executive Assistant to join their team! The position is hybrid and based part of the week in their Chicago, Illinois office.
This role supports senior level executives who travel frequently, therefore, travel coordination experience is a must!
Company offers excellent health insurance, 401k with match, and generous PTO! The position is paid OT and bonus eligible.
Job Responsibilities
Coordinate extremely heavy travel arrangements and itineraries (booking flights, accommodations, ground transportation, itineraries)
Process expense reports
Heavy calendar management
Answer and screen telephone calls
Organize meetings (conference room, catering, technology needs, etc)
Prepare PowerPoint presentations and Excel workbooks
Manage all outgoing correspondence
Ship and receive packages using multiple carriers
Create and maintain accurate files
Perform other duties as needed
Skills and Qualifications
Bachelor's degree
7+ years' experience, preferably in financial services
Strong written and verbal communication skills
Experience with travel management
Ability to work independently with minimal direction, be a self-starter
Excellent judgement and decision-making skills
Proficient in Microsoft Office and Concur
Salary Range: $105,000 - $120,000 based on experience
Gainor provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, creed, sex, sexual orientation, gender (including gender identity and expression), age, national origin, immigration status, marital or familial status, citizenship status, ancestry, physical or mental disability, genetic information, reproductive health decision making, veteran or military status, or any other characteristic or status protected under applicable federal, state, or local law.
Executive Assistant
Senior Administrative Assistant Job 14 miles from Hinsdale
The Aspen Group (TAG) is one of the largest and most trusted retail healthcare business support organizations in the U.S. and has supported over 20,000 healthcare professionals and team members at more than 1,300 health and wellness offices across 48 states in four distinct categories: dental care, urgent care, medical aesthetics, and animal health. Working in partnership with independent practice owners and clinicians, the team is united by a single purpose: to prove that healthcare can be better and smarter for everyone. TAG provides a comprehensive suite of centralized business support services that power the impact of five consumer-facing businesses: Aspen Dental, ClearChoice Dental Implant Centers, WellNow Urgent Care, Chapter Aesthetic Studio, and AZPetVet. Each brand has access to a deep community of experts, tools and resources to grow their practices, and an unwavering commitment to delivering high-quality consumer healthcare experiences at scale.
We are seeking a highly organized and proactive Executive Assistant to provide dedicated support to senior leadership within our organization. Located in our corporate headquarters in Chicago, this role is critical in managing complex schedules, streamlining communication, and ensuring the seamless operation of executive functions both within and beyond the office environment.
The ideal individual will demonstrate impeccable attention to detail, sound judgment, and have the ability to be resourceful and proactive in anticipating the needs of executives.
Essential Responsibilities
Serve as the primary liaison between senior leadership and internal teams or external stakeholders
Manage several dynamic executive calendars, ensuring all logistical details are managed seamlessly.
Plan and manage comprehensive travel arrangements, including flights, accommodations, transportation, and itineraries; maintain accurate records of travel schedules and preferences to streamline future planning.
Draft professional and polished communication for various audiences on behalf of senior leadership when appropriate.
Assist in the preparation of internal and external reports, presentations and other business documents, ensuring clarity, grammatical accuracy, and alignment with organizational branding.
Process accurate and timely expense reports. Monitor expenses and liaise with finance teams to ensure compliance with policies and resolve discrepancies when necessary.
Provide administrative support for special projects, including planning, coordination, and follow-up on deliverables.
Assist with preparation for board meetings, executive retreats, and other high-level events, ensuring all materials are ready and logistical details are confirmed.
Anticipate challenges and identify creative solutions; address urgent issues or requests from senior leadership with a resourceful and solutions-oriented approach.
Requirements/Qualifications
Bachelor's degree in business administration, communications, or a related field preferred.
8+ years of experience providing high-level administrative support, with at least 3-5 years supporting executives or senior leadership.
Experience coordinating executive-level travel, both domestic and international
Knowledge of basic financial processes, such as preparing expense reports and managing budgets.
Advanced proficiency using Microsoft Office Suite and collaboration tools (e.g., Teams, Google Meet).
Exceptional organizational and multitasking skills with the ability to prioritize effectively.
Strong written and verbal communication skills, including the ability to draft polished and professional correspondence.
Ability to use discretion and handle sensitive/confidential information with the highest level of professionalism.
Experience working in a corporate, complex, or dynamic organization is a plus.
Annual Pay Range: $85-110k, plus bonus opportunity
A generous benefits package that includes paid time off, health, dental, vision, and 401(k) savings plan with match
If you are an applicant residing in California, please view our privacy policy here: *********************************************************************************
Executive Assistant to the President and Executive Vice President
Senior Administrative Assistant Job 14 miles from Hinsdale
The Commercial Club of Chicago is a membership organization of senior leaders in the region. Our members span the business, education, civic, cultural, and philanthropic sectors - unified by excitement for the future of Chicago. We believe cooperation and an open exchange of ideas are fundamental to success. We have helped tackle the most pressing issues facing Chicago and have been instrumental in some of the City's most visionary efforts. Today, the Commercial Club continues to address social and economic issues of importance to the Chicago region.
The Civic Committee's mission is to make the Chicago region a great place for everyone to live, work, and do business. Originally formed in 1983, the Civic Committee is tasked with identifying key issues facing the State of Illinois and the greater Chicago region and providing leadership, high-quality research, long-term policy recommendations and programmatic actions for the benefit of the city, region and state and all who live here. The Civic Committee is composed of the leaders of the Chicago region's leading private sector employers and works with public officials and other civic organizations on transformational initiatives to promote our region's social and economic well-being. The Civic Committee generally serves as the Club's lead on policy and programmatic initiatives and our focus areas currently include efforts in public safety, business diversity, transportation and infrastructure, and state and local finance.
We also work alongside, and partially fund, the organizations established by us to tackle key issues head-on:
Civic Consulting Alliance
Kids First Chicago
P33
Terms of Employment
This is a full-time exempt position with benefits, reporting to the President and Executive Vice President. Initial employment will be on a introductory basis, with detailed evaluations and feedback at the 30-, 60-, and 90-day marks.
Position Overview
The Executive Assistant (EA) supports the President and the Executive Vice President (EVP) in the day-to-day management of the Organization and its Affiliates. The EA serves as the contact and coordination person for internal and external constituencies, including the CEOs of the major Chicago area corporations and leaders throughout the state as well as their offices on all matters pertaining to the President and EVP. The individual must have the ability to exercise good judgment in a variety of situations, with strong written and verbal communication, administrative, and organizational skills, and the ability to maintain a realistic balance among multiple priorities. The EA will serve as a key point person to communicate to staff and members on certain issues when directed to do so, have the ability to work independently on projects, from conception to completion, and must be able to work under pressure at times to handle a wide variety of activities and confidential matters with discretion. A positive attitude, flexibility and team working abilities are critical.
The individual in this role is also responsible for the operational objectives of the Civic Committee and Board of Directors of the Commercial Club and Civic Committee.
Position Responsibilities
Manages all administrative tasks for the President and EVP including: their active calendars of appointments; coordinating, finalizing and distributing background materials for meetings and various operating committees with Civic Committee/Commercial Club entities; completing expense reports; composing and preparing correspondence that is sometimes confidential; arranging detailed travel plans, itineraries, and agendas.
Researches and compiles basic briefing materials, including bios of meeting attendees, advance information provided by the meeting attendees, and other pertinent background information.
Plans, coordinates and ensures the President and EVP's schedule is followed and respected. Provides "gateway and gatekeeper" role, creating win-win situations for direct access to the President's and EVP's time and office.
Coordinates and develops a rapport with other Executive Assistants, internal and external, to manage complex schedules and tasks.
Orchestrates and communicates with President and EVP to keep them well informed of upcoming commitments and responsibilities, following up appropriately. Acts as a "barometer," having a sense for the issues taking place in the environment and keeping all necessary parties updated.
Communicates directly, and on behalf of the President and EVP when asked to do so, with committee members on matters related to programmatic initiatives.
Communicates directly, and on behalf of the President and EVP when asked to do so, with staff members of the Civic Committee and related entities, on matters related to programmatic and operational initiatives. Provides a bridge for smooth communication; demonstrating leadership to maintain credibility, trust and support with senior management staff. Works well with other members of Civic Committee and Commercial Club staff.
Follows-up on outstanding issues, prioritizes and researches, as necessary, important items, including those of a sensitive or confidential nature.
Successfully completes critical aspects of deliverables with a hands-on approach, including drafting acknowledgement letters, personal correspondence, and other tasks as needed.
Prioritizes conflicting needs; handles matters expeditiously, proactively, and follows-through on projects to successful completion, often with deadline pressures and ambiguity.
Works with the Director of Membership and Events to schedule meetings and confirm locations for the Civic Committee and Board of Directors Meetings.
Partners with Director of Membership and Events and EVP to strategize outreach to prospective Commercial Club and Civic Committee members, including scheduling meetings between the President and prospects and ensuring planned correspondence is sent.
Provide planning and meeting support for Commercial Club and Civic Committee meetings including tracking attendance, electronic and hardcopy material assembly, passing out name tags, providing directions, running slide presentations, assistance to attendees, and other duties as needed
Position Requirements and Compensation
Education and Experience Requirements
Bachelor's degree
Strong work tenure: five to 10 years of experience supporting C-Level Executives, preferably in a non-profit organization.
Experience and interest in internal and external communications
Expert in Microsoft Office (Outlook, Word, Excel, Teams and Power Point), Adobe Acrobat, Zoom,
Experience in Salesforce preferred.
Experience in board book platforms such as Govenda, BoardVantage, or others preferred.
Basic writing and editing skills.
Able to take general guidance regarding the content of a communication or edits to a document and create a grammatically correct, formatted document that is ready for review and distribution.
Must be comfortable consolidating feedback from multiple sources into one document.
Additional Qualifications
Strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail.
Very strong interpersonal skills and the ability to build relationships with members, staff and external partners.
Expert level written and verbal communication skills.
Demonstrated proactive approaches to problem-solving with strong decision-making capability.
Emotional maturity, flexibility and humor.
Highly resourceful team-player, with the ability to also be extremely effective independently.
Proven ability to handle confidential information with discretion, be adaptable to various competing demands, and demonstrate the highest level of customer/client service and response.
Demonstrated ability to achieve high performance goals and meet deadlines.
Forward looking thinker, who actively seeks opportunities and proposes solutions.
Working Environment
The position is in Chicago. Regular travel within the city is required. We believe that the path to achieving our missions requires our organizations and teams to regularly collaborate, work in teams, maintain collegiality, and provide a space for thought-partnership, all of which are best accomplished in person. However, we also recognize that appropriate flexibility is beneficial to the effectiveness of our employees and our organizations. With that in mind, we offer opportunities for employees to work in a combination of in-person and remote work (“hybrid” option).
Equal Employment Opportunity Statement
The Club and its affiliated organizations are equal opportunity employers and do not unlawfully discriminate against employees or applicants for employment on the basis of any legally protected characteristic, whether actual or perceived, including, including, but not limited to, an individual's race, religion, color, creed, gender, gender identity, gender expression, sexual orientation national origin, ancestry, citizenship status, marital status, pregnancy, age, disability, genetic information, veteran status, or other legally protected status. This policy applies to all terms, conditions, and privileges of employment, including recruitment, hiring, placement, compensation, promotion, discipline, and termination
Compensation
Commensurate with experience, starting at $80,000; the Club offers a competitive benefits package, subject to specific policy eligibility guidelines.
Executive Assistant (Office of CEO)
Senior Administrative Assistant Job 2 miles from Hinsdale
Gamma Technologies, LLC (GT) is looking for an Executive Assistant with a solid work ethic, excellent judgment, and a desire to build a long-term career with us.
The Executive Assistant will report to the CEO and support GT's Executive Leadership Team. The ideal candidate will have a well-rounded background and prior experience in the C-Suite. We are looking for a strategic thinker who thrives in a fast-paced environment. If you enjoy people and love the idea of a multi-faceted job with challenging responsibilities, this could be the right fit for you.
Job Responsibilities
Assist the CEO and executive team with their administrative needs in a timely, accurate, and efficient manner. This includes managing the executive team's calendar, scheduling, and setting up business meetings, arranging travel, and creating itineraries. Make meeting schedules and correspondence.
Prepare and review reports, memos, letters, and other documents while taking care to ensure that they are consistent with organizational policies and practices and that there are no inconsistencies or accidental mistakes.
Assist the CEO's office with calendar management, processing invoices, and reconciling travel and expense reports.
Act as the Board of Directors' administrative point of contact with the CEO and executive team. Manage and organize for all travel and conference space needs for Board meetings, as well as secure and prepare the necessary meeting space.
Prior to Board meetings, prepare and disseminate the agenda, the material for each Board committee, presentations, and briefings. When the Board meets, make sure accurately and promptly record and prepare official minutes.
Coordinate the entirety of all corporate events, both internal and external (finding venues, budgeting, finding vendors, creating schedules, etc.).
Education, Experience, and Skills
Any combination of education and experience that would likely provide the required knowledge and abilities is qualifying. A typical way to obtain the knowledge and abilities would be:
An undergraduate degree is preferred.
5-7+ years of experience servicing C-level executives as an executive assistant and/or office manager.
Excellent time management abilities and the capacity to prioritize various requirements
Proven capacity for maintaining discretion when handling sensitive material and exhibiting the highest level of responsiveness to internal and external stakeholders.
Assertiveness, proactivity, professionalism, and confidence are required. A creative problem solver who actively seeks possibilities, develops solutions and anticipates needs is also required.
Assertiveness, proactivity, professionalism, and confidence are required. A creative problem solver who actively seeks possibilities, develops solutions and anticipates needs is also required.
Highly productive team player with the ability to work independently.
Excellent verbal and written skills, outstanding computer skills (Outlook, Word, Excel, and PowerPoint).
Other Requirements and Notes:
Universal acceptance for everyone, everywhere is at the heart of our company. We promote diversity of thought, culture, and background, which connects the entire Gamma Technologies community. As such, Gamma Technologies is proud to be an Equal Opportunity Employer. We do not discriminate on the basis of race, color, ancestry, national origin, religion or religious creed, mental or physical disability, medical condition, genetic information, sex (including pregnancy, childbirth, and related medical conditions), sexual orientation, gender identity, gender expression, age, marital status, military or veteran status, citizenship, or other characteristics protected by state or federal law or local ordinance.
About Gamma Technologies, LLC
GT, a leading multi-physics CAE simulation software provider, develops a suite of integrated solutions that guides and accelerates the engineering transformation of today's products in the transportation, power generation, and industrial equipment industries.
At GT, we are committed to using technology to make a global impact by helping the industry deliver products for a cleaner, sustainable environment! We pride ourselves on our company culture which encourages collaboration between all levels at the company, from entry-level to upper management. Within a team, daily interactions and outside social events allow us to form bonds that result in higher productivity and job satisfaction.
Executive Assistant
Senior Administrative Assistant Job 14 miles from Hinsdale
Our client, a rapidly growing global company, is seeking an organized, adaptable, and proactive Executive Assistant to support their Chief Revenue Officer (CRO). This role requires an individual who thrives in a fast-paced environment, can manage shifting priorities, and seamlessly assists with both personal and professional needs. You will collaborate with senior leadership and drive key strategic projects while ensuring smooth operational functions within the executive team. This role offers a hybrid schedule, providing a balanced work environment.
Responsibilities:
Maintain and manage the CRO's business and personal calendars, ensuring efficient scheduling.
Anticipate and resolve any issues before they arise, ensuring smooth operations.
Organize and structure the department's workday to align with strategic goals and objectives.
Handle communications, including reading, responding to, and monitoring emails, managing follow-up tasks.
Serve as a business partner in meetings, tracking and following up on action items.
Prepare reports and correspondence to assist in driving the success of the team.
Interface with executives, investment partners, customers, and other stakeholders.
Assist with project management, including co-managing key projects critical to business success.
Work cross-functionally with other teams to improve operational processes and create frameworks for success.
Provide general support to ensure smooth operations of the CRO's office and team.
Qualifications:
5+ years of experience in Executive Assistance or related administrative support roles.
Proven ability to work in a fast-paced environment and manage multiple tasks.
Excellent organizational skills, with the ability to prioritize and adapt to shifting demands.
Strong communication skills, both written and verbal.
Proficiency in Microsoft Office (Word, Excel, PowerPoint, Outlook) and related tools.
Ability to maintain confidentiality and manage sensitive information with discretion.
Highly adaptable to different work styles, cultures, and personalities.
Bachelor's degree required.
Benefits:
Beacon Hill offers a robust benefit package including, but not limited to, medical, dental, vision, and federal and state leave programs as required by applicable agency regulations to those that meet eligibility. Upon successfully being hired, details will be provided related to our benefit offerings.
Beacon Hill is an equal opportunity employer and individuals with disabilities and/or 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: *****************************************
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 *************
Benefits Information:
Beacon Hill offers a robust benefit package including, but not limited to, medical, dental, vision, and federal and state leave programs as required by applicable agency regulations to those that meet eligibility. Upon successfully being hired, details will be provided related to our benefit offerings.
We look forward to working with you.
Beacon Hill. Employing the Future (TM)
Executive Assistant - TEMP-TO-HIRE
Senior Administrative Assistant Job 14 miles from Hinsdale
Loftus & O'Meara has been staffing Chicago's top NFP organizations/associations for 47 years!
Phenomenal Temp-to-hire Executive Assistant opportunity!
Industry: healthcare association
Hybrid - 3 days in office/2 days remote (MUST BE AVAILABLE TO WORK IN DOWNTOWN CHICAGO OFFICE)
Temp rate: $30+/hour
Permanent salary: $72-75,000
RESPONSIBILITIES TO INCLUDE:
Provide general administrative support to leadership team and various departments
Assist with member phone calls
Extensive scheduling/calendar management
Meeting and travel coordination and expense reports
Manage inventory and office supplies
Prepare slides for PowerPoint presentations
Act as backup for phone system
QUALIFICATIONS:
5+ years of executive administrative assistant experience, partnering with VP level or above
Bachelor's degree a MUST
Polished, professional demeanor
Advanced proficiency: Office 365 - including Excel and PowerPoint
Outlook and MS Teams guru
AVAILABLE TO WORK HYRBRID/ON-SITE - DOWNTOWN CHICAGO
Executive Assistant
Senior Administrative Assistant Job 14 miles from Hinsdale
Come join the growing team at Bender Companies!
Bender Companies is an owner-operator specializing in the acquisition and management of value-add multifamily properties. Since its inception in 2011, Bender Companies has established a proven track record of high performing investments through strategic acquisitions, mitigating risk, and effective management.
We are a high growth company that values workplace wellbeing, integrity, and initiative. If you are looking for a company where you can see your impact makes a difference in the company, this may be the place for you.
What We are Looking For:
Bender Companies is seeking an experienced Executive Assistant to support our CEO while also overseeing key office management duties. This is a role where you'll provide high-level administrative support to the CEO and contribute to the smooth functioning of daily office operations. The ideal candidate will be organized, proactive, and skilled at managing multiple responsibilities with precision.
Here are some things that will make you successful:
Minimum of 2 years of executive assistant experience, supporting C-suite executives or senior leadership
Exceptional organizational, communication, and multitasking skills
Ability to handle sensitive information and maintain confidentiality
Experience with office management duties
Proficient in Microsoft Office
Notary certification is a plus (or willingness to obtain)
Strong attention to detail and ability to work independently
What you will be doing:
As the Executive Assistant to the CEO and Office Manager, you will be responsible for managing the CEO's communications, administrative tasks, and helping to streamline operations. You will also manage key office functions such as processing mail, overseeing office supplies, and handling shipping logistics. This role is ideal for someone who enjoys a fast-paced environment, has a keen eye for detail, and can juggle both executive support and office management responsibilities seamlessly.
Core responsibilities:
CEO
Assist the CEO with Real Estate transactions including preparing documents for signature, acting as the transaction manager by tracking progress of open items from the entire team, and assisting in communication and coordination with lenders and investor partners.
Assist in preparing investment presentation materials
Facilitate initial setup of accounts for new acquisitions including credit accounts and utility accounts.
Track and keep organized legal matters providing regular updates to CEO and other relevant parties
Plan and coordinate company's Annual Leadership Summit
Effectively manage and assist with CEO's schedule, including travel accommodations.
Assist CEO with various tasks as delegated and assigned
Office Management
Oversee office logistics including shipping, mail handling, scanning documents, and maintaining supplies
Provide notary services and other administrative support as needed.
Organize and maintain office systems including company uniforms and other company products.
Plan and coordinate periodic corporate events, lunches, and dinners.
Other duties as assigned
Where you will work:
This position will require you to work in-person at our Chicago corporate office.
Why work for Bender Companies:
75% employer-paid coverage for Medical, Dental, and Vision Insurance
401K with company match
11 Paid Holidays
2 weeks of annual PTO
16 hours of personal time
Exciting company growth and potential for career advancement
Supportive Team
Mission focused on providing quality workforce housing
Background checks will be performed on all qualified applicants.
Equal opportunity employer.
Senior Executive Assistant
Senior Administrative Assistant Job 14 miles from Hinsdale
LHH Recruitment Solutions has partnered with a growing organization, and they are seeking a motivated Executive Assistant to join their team in Chicago, IL. You will play a crucial role in managing the daily operations of the executive office, including calendaring, project management, and event planning. The ideal candidate will be a polished communicator with strong organizational skills, a keen eye for detail, and the ability to handle multiple priorities with discretion. Competitive Salary and Benefits Package (PTO, Medical, Dental, Vision, Retirement, and Life Insurance) are offered.
Key Responsibilities:
Executive Support: Provide comprehensive administrative support to the CEO and EVP, including managing their calendars, scheduling meetings, and handling all phone calls to the CEO's line.
Calendar Management: Manage multiple executive's calendars in Outlook. Full oversight of the Executive's calendars to receive and manage all appointments. Ability to handle multiple time zones, locations, and book conference rooms.
Travel Arrangements: Coordinate and manage travel arrangements, including flights, accommodations, and transportation. Maintain and manage travel rewards accounts.
Expense Management: Prepare and submit expense reports for the CEO and EVP, ensuring accuracy and adherence to company policies.
Meeting Coordination: Schedule and organize business meetings, lunches, dinners, and other executive events. Oversee the planning and execution of annual company-wide kickoff meetings and other company-wide events.
Communication: Prepare and proofread correspondence and presentations. Maintain professional and polished communication both internally and externally.
Reporting and Documentation: Prepare and manage reports, including corporate budgets for general and administrative expenses. Oversee and approve records and retention policies, ensuring all electronic and hard-copy records are maintained accurately.
Special Projects: Manage and track deadlines for projects, maintain project timelines, and status updates.
Event Planning: Plan and execute company-wide events, ensuring all details are managed efficiently.
Meeting Management: Coordinate and follow up on Management and Executive Meetings, ensuring all action items are addressed and deadlines are met.
Design and Creative Support: Utilize Adobe Creative Suite to assist with design and presentation needs.
Technology:
Microsoft Office Suite: Microsoft Office: including Outlook for calendar management, Teams for communication, Word, PowerPoint, and Excel.
Excel: Basic formulas, sums, graphs, formatting, and advanced functions like pivot tables, SUMIF, and MATCH/INDEX.
PowerPoint: Creating and manipulating PowerPoint presentations, including importing images and graphs. Creating all company-wide presentations.
Outlook: Complex calendaring in Outlook.
Adobe: Editing in Adobe, including redacting and managing electronic signatures.
Teams: Microsoft Teams for communication and quick navigation in meeting scheduling and daily usage.
Qualifications and Skills:
Bachelor's Degree preferred.
Previous industry experience in commercial real estate or professional services is highly preferred.
Minimum of 3 years of experience as an Executive Assistant or in a similar high-level administrative role.
Proficiency in Microsoft Office Suite (Excel, Word, PowerPoint, Outlook). Advanced Excel skills required (formulas, pivot tables, VLOOKUPs). Experience with Adobe Creative Suite is required.
Excellent written and verbal communication skills. Polished and professional demeanor.
Ability to handle sensitive information with discretion and maintain confidentiality.
Strong organizational skills with the ability to manage multiple priorities and work effectively under pressure.
Adaptability to rapidly changing priorities and a dynamic work environment.
Ability to work independently with excellent judgment and decision-making skills.
Demonstrated ability to interact effectively with individuals at all levels of the organization and with external stakeholders.
If you are a passionate Executive Assistant looking for a new and rewarding career, please apply today! You don't want to miss out on this opportunity!
LHH is a leader in permanent recruitment-and in the placement of top talent. Our areas of specialty include office administration, customer service, human resources, engineering, and supply chain and logistics. Please feel to check us out and apply for other opportunities if this role isn't a perfect match.
Equal Opportunity Employer/Veterans/Disabled
To read our Candidate Privacy Information Statement, which explains how we will use your information, please visit **************************************
Executive Assistant
Senior Administrative Assistant Job 14 miles from Hinsdale
A boutique private equity firm is seeking a proactive team player to join their executive support team as an Executive Assistant. In addition to calendar management and travel coordination, responsibilities will include overseeing expense reporting, organizing events, maintaining company databases, and upholding established processes. This role requires a high degree of professionalism, motivation, and autonomy, as well as the ability to thrive in a fast-paced, deadline-driven environment. This is a great opportunity to join a tight-knit team in bonus eligible role offering great benefits!
Responsibilities
Heavy calendar management and travel coordination.
Organize and coordinate meetings and events.
Complete expense reports.
Field incoming calls and messages.
Maintaining company databases.
Uphold established policies and procedures.
Assuming the duties of Personal Assistant as needed.
Qualifications
Bachelor's degree or higher required.
5+ years prior experience directly supporting C-level executive required.
Background in finance preferred.
Highly professional communication skills.
Must be comfortable with constructive feedback.
Effective multi-tasking and prioritization skills.
Intermediate to advanced proficiency in Microsoft Office and Adobe.
Salary: Up to $90K + bonus
Perks: Comprehensive benefits. Respectful, team-focused work environment.
Executive Assistant
Senior Administrative Assistant Job 14 miles from Hinsdale
We are thrilled to partner with our client, a global consulting firm, to find an outstanding Executive Assistant to the Chief Executive Officer. This is a rare opportunity to step into a high-profile role and truly have a “seat at the table,” contributing to the CEO's success and supporting their dynamic, fast-paced world.
As the Executive Assistant, you'll be the CEO's right hand, overseeing daily operations and managing a highly detailed calendar with precision. Your role will include coordinating complex travel, acting as the CEO's voice for business development efforts, and maintaining a high level of communication with clients and stakeholders.
If you're proactive, detail-obsessed, and possess exceptional communication and organizational skills, this is your chance to step into a challenging yet deeply rewarding role.
Responsibilities
Work closely with the CEO at a strategic level, engaging with senior leaders and influential clients, while also mastering the finer details of high-stakes support.
Act as an extension of the CEO by reaching out to clients and contacts, setting up meetings, and filling travel days with impactful client interactions. Strong business acumen is critical to drive networking activities, and keeping client engagement top of mind.
Maintain and update the CEO's calendar, including scheduling meetings and events, rescheduling appointments, and providing daily briefings with a high degree of discretion and confidentiality.
Keep the CEO ahead of the game by maintaining a dynamic weekly to-do list that includes real-time status updates on every call and meeting. Provide detailed documentation and key insights to support each interaction, ensuring the CEO is always prepared, informed, and ready to make impactful decisions.
Liaise on behalf of the CEO by reaching out to new and existing clients to establish meetings, and plan for business development travel including creating detailed itineraries.
Act as the voice of the CEO by crafting and sending emails directly from their email alias, ensuring each message reflects their tone, priorities, and professionalism.
Create customized pitch books and PowerPoint decks.
Organize important information and documents physically and electronically, including collecting documents, printing documents directly to the CEO's home, coordinating a messenger service, and sending document packets to hotels.
Plan and execute events, manage vendor relationships, confirm guest lists, handle special requests, and contribute to various foundation-related initiatives.
Plan all CEO travel (domestic and international) including arranging flights, hotels, and ground transportation, and create detailed itineraries for each trip.
Oversee CEO's travel expenses, collect vendor invoices, and update the accounting department weekly.
Conduct research and create reports on various topics based on the needs of the CEO.
Take ownership of the company's database by inputting, updating, and maintaining accurate records, ensuring critical information is always up-to-date and readily accessible.
Provide seamless travel support for the CEO's family, handling every detail from booking itineraries to managing logistics with care and discretion.
Ideal Experience
7-10 years of experience as an Executive Assistant to a C-suite individual.
Ability to work outside typical hours to accommodate the CEO's needs, including weekends.
Exceptional customer service orientation with a strong attention to detail and accuracy.
Excellent communication skills, both written and verbal, with internal colleagues and external clients/candidates.
Ability to multi-task effectively in a fast-paced environment and reprioritize quickly as needs emerge.
Possess high energy, an unfailing sense of urgency, and a strong sense of integrity.
Ability to plan and anticipate the needs of the CEO.
Strong mastery of MS Office (including Word, Excel, Outlook, and PowerPoint). Microsoft Word and PowerPoint skills should be advanced for creating and formatting documents.
#117778
The Larko Group is a premier Staffing & Recruiting firm based in Chicago, with a nationwide reach, for Direct Hire, Temporary-to-Hire, and Temporary/Project jobs. We specialize in Executive Assistant, Administrative Assistant, Personal Assistant, Chief of Staff, Office Manager, Receptionist, General Office, General Labor (warehouse), Event Support, Project Management, and Customer Service.
Chicago-based Executive Assistant
Senior Administrative Assistant Job 14 miles from Hinsdale
Please note we are only considering candidates who live within the city limits of Chicago due to regular administrative errands required. Additionally, we are only looking for candidates who have explicit experience being an Executive Assistant for a C-suite executive.*
**Direct Applications Only-- No Recruiters**
Are you an Executive Assistant with experience supporting C-Suite level executives in a remote environment? We are looking for a talented career Executive Assistant, with experience directly supporting executives, to provide high-level support to the active traveling CEO of Yetter Tax and her team. This fast-paced company with 50-75 active clients and a key focus on sales tax education is dynamic and experiencing growth. This is an incredible opportunity to make a major impact while using your natural strengths in building and maintaining effective relationships, creating win-win outcomes, and delivering results.
Our virtual team operates from home offices throughout the US and enjoys face-to-face team building activities a few times a year. For someone who is a self-starter and enjoys getting a wide range of things done, this could be an ideal position and place to continue to learn! We are seeking an executive assistant who is looking for this kind of unique opportunity to make a difference for our clients, our company, and their own career.
Our clients' industries vary and include e-commerce, publishing, environmental services, software/computer services, professional services, manufacturing, and construction. Our projects include nexus studies, sales tax risk and liability analyses, voluntary disclosures, registrations, audit defense, research, planning, tax technology implementations and supporting fast growing e-commerce businesses with almost all their sales tax needs. What don't we do? Recurring Compliance! For that work we partner with other providers to ensure our clients are well supported, automate their compliance process, or train them.
Our Purpose:
We demystify the complexities of sales tax to empower individuals and companies to understand and manage their risks and responsibilities.
We educate, consult, and advocate to shine a light on the importance of sales tax compliance in business health and to elevate the profile, influence, and value of sales tax professionals.
We are committed to social justice and equity, respecting the differences and similarities of all.
Our Values & Culture:
We are dedicated to fostering a culture that values expertise, integrity, curiosity, growth, devotion, well-being, respect, and kindness. Our team not only embodies these values but also actively integrates them into every aspect of our organization. We believe in a positive work-life balance, cohesive team building and support, and individual growth through service, continuous learning, and continued education. At YETTER Tax, our values are more than just words; they are the principles that drive our success, empower our team, and guide our growth.
Purpose of Role:
The Executive Assistant will report directly to the CEO and support all aspects of her daily work, provide high-level support to the extended team, and contribute to the overall efficiency of the organization. The Executive Assistant serves as a point of contact and liaison to the internal team, external clients, and partners, and oversees diverse responsibilities and special projects. This role will require someone who communicates clearly, succinctly, and directly while being resourceful and proactive in anticipating needs. This is an exempt position.
Directly support the CEO in all aspects of her daily work. Provide high level support to the extended Team.
Anticipate, filter and attend to the CEO's day-to-day functions so that the executive can focus on high level strategic functions. Read, research, collect, and analyze information as needed, in advance.
Be responsive to emails/texts/phone calls, with some contact outside normal business hours.
Manage event planning for Sales Tax Institute in person courses including facility contracts, travel and logistics.
Handle all business matters with discretion, confidentiality, and good judgment
Build understanding of the company services and product offerings.
Essential Job Responsibilities (approximate % of time):
30% Email and Project Coordination:
Manage the CEO's email by reading, organizing, prioritizing and alerting the CEO of urgent issues.
Respond to critical emails on the CEO's behalf.
Coordinate projects and needs with Project Manager.
25% Calendar Management and Meeting Coordination:
Schedule and manage the CEO's calendar, addressing complex scheduling issues including appointments, meetings, training, speaking engagements, and travel (domestic).
Assist in the logistics and execution of internal and external meetings and events with support from the team, including preparing and distributing meeting agendas and materials.
Attend internal meetings, take minutes, and distribute
Optimize meetings and events of varying complexity
25% Communications and Special Projects:
Draft and prepare the CEO's correspondence for internal announcements, meetings, and external partners.
Organize staff meetings and Sales Tax Institute training events, including facility arrangements and contracts.
Handle administrative tasks such as printing, faxing, mail/overnight packages, copying, and filing.
Prepare, reconcile, and submit expense reports.
Maintain paper and electronic/database system and implement ways to improve current systems.
Manage the Executive and company's contacts.
Other additional and/or alternative duties as assigned from time to time, including support to other team members.
10% Liaison and Administrative Support:
Act as a point of contact between the CEO, internal team, clients, and partners while representing the company in a professional matter.
Responding to inquiries, taking messages, and determining priority of matters of attention while triaging, handling, and/or redirecting matters appropriately and ensuring proper follow up
Collect mail, make deposits, and coordinate mail processing with team from West Loop Chicago mailbox.
10% Coordinate travel arrangements:
Identify travel plans
Make and confirm detailed travel arrangements
Prepare detailed travel itineraries
Address and resolve travel changes and conflicts
Required Qualifications:
Education: Bachelor's degree required
Experience: 7-10 years of experience as an Executive Assistant supporting C-level executives; experience supporting a team in Financial Services or Technology; experience working in a remote company.
Integrity and Professionalism: Ability to maintain a high level of integrity, professionalism, and maturity in all situations, handling complex and sensitive information with confidence.
Optimism/Positivity: Possess optimism and positivity during favorable and challenging times.
Relationship Builder and Service Excellence: Strong ability to build and maintain effective relationships, creating win-win outcomes, while consistently meeting and exceeding the expectations of the CEO, the team, clients, and partners.
Communication: Exceptional ability to communicate clearly, succinctly, and directly with individuals at all levels; exceptional writing, editing, and proofreading skills.
Resourceful, Initiative-Taker with a Drive for Results: A self-starter who takes initiative, is resourceful, and consistently meets and exceeds expectations with a strong focus on results.
Business Sense/Problem-Solving/Decision Making: Strong business sense and sound judgement; resourcefulness; ability to problem solve, prioritize, and make decisions independently.
Organizational and Time Management Skills: Strong organizational skills with the ability to multitask, prioritize effectively, and manage time to meet deadlines while maintaining attention to detail.
Adaptability, Flexibility, and Composure Under Pressure: Ability to stay calm, focused, and flexible in high-pressure situations, embracing change and thinking outside the box to support evolving business needs.
Advanced proficiency in Microsoft Office (Outlook, Word, Excel, and PowerPoint), Adobe Acrobat, and familiarity with financial and banking software.
Analytical/Attention to Detail/Accuracy: Strong analytical ability; excellent attention to detail; commitment to accuracy.
Valid driver's license and access to a vehicle; ability to lift 10-to-30-pound boxes.
Benefits:
This 100% fully remote (within the US) position includes a comprehensive benefits program including health care, 401K including matching and profit sharing, Paid Time Off, personal “Me” day, holidays, a floating holiday, paid community service time, flexible work schedule, employee wellbeing support, professional development and memberships and service opportunities to make a difference in the world is offered to all full-time employees. Reimbursement for mileage and monthly internet allowance are provided. Business equipment including a computer, monitor, printer and cell phone is provided.
Executive Assistant
Senior Administrative Assistant Job 14 miles from Hinsdale
Executive Assistant to President/CEO
Stunning River View
Hybrid
Our Client
Our client, a sophisticated single-family office, is in search of a talented, dedicated Executive Assistant. The right individual thrives in a complex, fast-paced environment. This is an opportunity to join a dynamic firm in a collaborative culture where employees share knowledge and actively participate in projects and discussions across practice areas.
The Position
The Executive Assistant will provide administrative support to the President and CEO and expertly communicate with the family boards of directors, family member clients, employees, and all business partners.
Key Responsibilities
Fully own and oversee extensive scheduling and calendar management for the CEO.
Deftly and diplomatically, prioritize and schedule in-person and virtual meetings.
Actively assist the CEO with preparing materials and presentations for board meetings, town halls, other family governance and client meetings and external meetings, delegating tasks and sourcing information where needed.
Act as a point of contact between the CEO and leadership to ensure consistent, timely communication and CEO involvement.
Support CEO and Senior Leadership with other special projects.
The Person
The ideal candidate will be professionally mature, engaging, intellectually curious, meticulous, resourceful and able to manage multiple priorities.
Enjoys being the right arm to the CEO; no task is too big or too small.
Sound judgment in decision-making and prioritization.
Ability to see and elevate to the “big picture.”
Highly motivated and resourceful
Passionate about serving as the right arm to the CEO.
Fully developed aptitude for technology, especially Outlook, Teams, Zoom, Word, Excel, PowerPoint and SharePoint, Adobe products
Educational and Experience Requirements
Minimum of 7 years administrative experience at the C-level, bachelor's degree preferred.
Our client offers employees flexibility and a comprehensive benefits package, including health insurance, disability insurance, life insurance, flexible spending plans, parental leave and 401(k).
To explore this fabulous opportunity further, please submit your cover letter and resume to: *********************
Executive Assistant
Senior Administrative Assistant Job 14 miles from Hinsdale
Executive Assistant to Founding Partners
About the Company: Our client is a dynamic and growing financial services firm based in the Chicago area, dedicated to delivering exceptional investment solutions and client services. The firm thrives on innovation, collaboration, and a results-driven approach, making it a leader in the industry.
Position Overview: Our client is seeking a highly organized and proactive
Executive Assistant
to provide comprehensive support to its two founding partners. This role requires exceptional multitasking skills, strong attention to detail, and the ability to manage both professional and occasional personal tasks. As the central point of coordination for the founding partners, the Executive Assistant will play a critical role in ensuring seamless operations and enabling them to focus on strategic business objectives.
Key Responsibilities:
Manage complex calendars, schedule meetings, and coordinate appointments across multiple time zones.
Serve as a primary point of contact for internal and external stakeholders on behalf of the partners.
Oversee travel arrangements, including flights, accommodations, and itineraries.
Assist in preparing presentations, reports, and other business documents.
Handle confidential information with discretion and professionalism.
Manage special projects and coordinate workflow to support the partners' initiatives.
Provide occasional personal assistance, including scheduling personal appointments and handling administrative tasks.
Ensure seamless communication between departments and external partners.
Qualifications:
5+ years of experience as an Executive Assistant, preferably within the financial services industry.
Strong proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint) and other relevant business applications.
Excellent organizational and time-management skills with the ability to prioritize tasks effectively.
Strong interpersonal and communication skills, both written and verbal.
High level of discretion and professionalism in handling sensitive information.
Ability to work independently and anticipate needs in a fast-paced environment.
What Our Client Offers:
Competitive salary and benefits package.
A dynamic and collaborative work environment.
Opportunities for professional growth and development.
If you are an experienced Executive Assistant with a keen eye for detail and a proactive approach to problem-solving, we invite you to apply and join our client's team.
Executive Assistant
Senior Administrative Assistant Job 34 miles from Hinsdale
At TA Resources we've re-imagined traditional staffing and HR outsourcing with Small Businesses in mind. Focusing on what makes our clients unique we match them with the talent they need to continue to grow. We are currently searching for an Executive & Personal Assistant for our client located in Libertyville, IL. Our client aspires to be focus-oriented, customer driven, positioned as the top tier mid-market fragrance solution. We consider ourselves to be a truly unique company whose employees will continue to complement existing personnel and represent the goals and values of the organization.
:
This is a dynamic and demanding role providing comprehensive executive support to a highly active CEO of a thriving organization. The ideal candidate will be a proactive, highly organized,
and resourceful individual with exceptional problem-solving skills and the ability to anticipate needs. This role requires a high degree of discretion, confidentiality, and the ability to manage complex schedules and priorities in a fast-paced environment. The CEO travels domestically 1-2 times per week, requiring meticulous travel arrangements and seamless communication. This position necessitates a degree of personal support, acknowledging the CEO's role as a working parent.
Job Responsibilities:
Provides high-level administrative support and assistance to the CEO, such as writing and editing emails, drafting correspondence and preparing communications on the CEO's behalf.
Complex Calendar Management: Manage the CEO's extremely dynamic calendar, scheduling meetings, appointments, and travel arrangements with meticulous attention to detail, considering time zones, travel logistics, and personal commitments. Proactively anticipate scheduling conflicts and propose solutions.
Domestic Travel Coordination: Arrange all aspects of domestic travel, including booking flights, hotels, ground transportation, managing itineraries, and preparing travel documents. Monitor travel plans for changes and proactively communicate updates.
Meeting Preparation and Follow-Up: Prepare meeting materials, presentations, and agendas. Attend meetings as needed to take minutes and track action items. Follow up on outstanding tasks and ensure timely completion.
Communication Management: Screen and manage incoming calls, emails, and correspondence. Draft and edit correspondence, reports, and presentations. Act as a liaison between the CEO and internal and external stakeholders.
Personal Support:
Manage personal appointments, errands, and tasks as needed, understanding the demands of the CEO's role as a working parent. This may include scheduling appointments for her son, coordinating with school or extracurricular activities, running personal errands, making dinner reservations, etc.
Handle personal correspondence and communications as directed.
Provide discreet and professional support for personal matters as requested.
This will be handled with utmost discretion and sensitivity.
Project Management: Manage special projects as assigned by the CEO, ensuring timely completion and adherence to deadlines.
Expense Reports and Budget Management: Prepare and reconcile expense reports. Assist with budget tracking and management.
Information Management: Organize and maintain electronic and paper files, ensuring easy access to information.
Gatekeeping: Act as a gatekeeper to the CEO, managing access and ensuring efficient use of her time.
Problem Solving: Proactively identify and resolve potential issues and challenges.
Maintaining Confidentiality: Handle sensitive information with the highest degree of confidentiality and discretion.
Performs additional duties as assigned by the CEO
Provide support to other executives, if requested by the CEO.
*Please note this job description is not designed to cover or contain a comprehensive list of duties or responsibilities required of the employee for this job. Duties and responsibilities for this job, may change at any time without notice.
Education and Experience:
High school diploma or GED required.
A minimum of 2-3 years prior administrative experience required.
Skills:
Proven experience as an Executive Assistant supporting C-level executives, preferably in a fast-paced and demanding environment.
Experience as a Personal Assistant to a high-net-worth individual or senior executive is highly preferred.
Exceptional organizational skills and meticulous attention to detail.
Excellent communication and interpersonal skills, both written and verbal.
Strong problem-solving and decision-making abilities.
Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
Experience with travel booking and management tools.
Ability to work independently and manage multiple priorities simultaneously.
High level of discretion, confidentiality, and professionalism.
Ability to anticipate needs and proactively take action.
Flexibility to adapt to changing priorities and schedules.
Experience supporting a working parent is a plus.
Personal Attributes:
Proactive and resourceful
Highly organized and detail-oriented
Excellent communicator and interpersonal skills
Discreet and trustworthy
Adaptable and flexible
Calm under pressure
Positive attitude and strong work ethic
Discretion, empathy, and a high level of emotional intelligence.
Technology/Software:
Proficient in MS Office, MS Excel and MS PowerPoint in particular.
Compensation:
70k-90k annually
Executive Administrator/ Senior Executive Assistant
Senior Administrative Assistant Job 14 miles from Hinsdale
Immediate need for a talented Executive Administrator/ Senior Executive Assistant. This is a 13+months contract opportunity with long-term potential and is located in Chicago, IL (Hybrid). Please review the job description below and contact me ASAP if you are interested.
Job ID:25-55137
Pay Range: $27 - $32/hour. Employee benefits include, but are not limited to, health insurance (medical, dental, vision), 401(k) plan, and paid sick leave (depending on work location).
Key Requirements and Technology Experience:
key Skills: True flexibility to adapt to the pace of this team ,Willingness to learn, adapt quickly, and pivot ,Proactive rather reactive! .
This position requires an experienced administrative assistant who demonstrates professionalism, maturity, enthusiasm, initiative, and an elevated level of energy.
3+ years of executive administrative experience preferred.
A bachelor's degree strongly preferred or related work experience
Strong organizational, time-management, prioritization, and project management skills.
Ability to successfully build relationships and interact positively and effectively across multiple levels Excellent written and verbal communication skills Focus on accuracy and diligence.
Patience, creativity, flexibility, and teamwork in scheduling meetings.
Experience in managing sensitive and confidential information.
Initiative and follow through to identify and resolve potential obstacles or conflicts and provide immediate resolution and/or alternatives.
Strong Microsoft Outlook, Word, PowerPoint, Excel, and MS Teams skills.
Our client is a leading Financial Industry, and we are currently interviewing to fill this and other similar contract positions. If you are interested in this position, please apply online for immediate consideration.
Pyramid Consulting, Inc. provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.
By applying to our jobs you agree to receive calls, AI-generated calls, text messages, or emails from Pyramid Consulting, Inc. and its affiliates, and contracted partners. Frequency varies for text messages. Message and data rates may apply. Carriers are not liable for delayed or undelivered messages. You can reply STOP to cancel and HELP for help. You can access our privacy policy here.
Administrative Assistant
Senior Administrative Assistant Job 6 miles from Hinsdale
AMS Industries, Inc. is a MEP+ contracting firm serving the commercial, industrial, refrigeration and nuclear industries (PMT). With over 60 years of existence, AMS has grown from a small refrigeration contractor with a few employees to a multi-discipline and multi-market MEP contractor with more than 500 employees. We strive to meet our commitments to clients, develop our people and improve our communities. We are an equal-opportunity employer.
Located in our beautiful Woodridge, IL facility and reporting to the Administrative Services Director. In this position, the Administrative Assistant supports and assists in a variety of responsibilities which include communicating with customers and inner office teams as well as answering inbound calls and emails. This person will be responsible for assignments and entering necessary data into our computer database system.
Duties/Responsibilities
Assist Account Executives in document and file management.
Develop effective communication program with the Account Executives.
Schedules and coordinates meetings, and appointments.
Customer Service and follow-up. Scheduling calendar invites and tracking.
Maintains and updates files, spreadsheets, and logs with current data.
Prepare maintenance contracts and become acclimated in their development, formatting, and qualifications. Maintain maintenance contracts in the dispatch software.
Assist with managing and administering uniform program.
Assist with managing customer contracts and contract status tracking.
Interact with marketing to coordinate holiday gifts, golf outings, client presentations and events.
Word document preparation, formatting, and grammatical review.
Excel spreadsheet development including creating formulas and evaluation of financial and project information.
Collect and assemble data.
Develop an understanding of the HVAC/Refrigeration terminology within the industry.
Work with management in forming, developing, expediting and reviewing additional process to complement our direction.
Ensure all company, client, and project policies, procedures, and standards are adhered to through communication of expectations.
Support Account Executives by providing an efficient use of construction and accounting software systems.
Provide a wide variety of responsible clerical, technical, administrative and office support duties including related tasks, as assigned.
Back-up to reception and working together and at times as a back-up with other administrative staff.
Qualifications:
At least 3 years of experience in a professional, administrative support position is preferred for this position.
Intermediate to advanced skills in Microsoft Word, Excel, PowerPoint, and Outlook is required for this position.
Must be mature, professional, personable, and have a polished delivery on all assignments.
Ability to handle confidential information with the utmost discretion.
Must be able to communicate, both written and oral, in a professional manner and represent the company in a professional manner.
Must possess good follow-through skills to finalize projects.
Must have above-average proofreading skills and have a history of being accurate and thorough.
Executive Assistant
Senior Administrative Assistant Job 14 miles from Hinsdale
Our client, a global biotechnology company, is seeking a highly motivated and organized Executive Assistant to provide high-level support to the Chairman and CEO. This key role will involve managing complex schedules, facilitating communication, coordinating travel, supporting meetings and events, and handling various family office tasks. The ideal candidate will be a proactive self-starter with strong organizational skills, the ability to manage multiple priorities, and a high degree of professionalism.
Key Responsibilities:
Manage complex executive calendars, meeting coordination, and daily communications.
Coordinate business travel and ensure smooth logistics, including private aviation.
Support meetings and events, from scheduling to logistics and vendor management.
Handle financial tasks such as expense reporting and budget tracking.
Assist with personal scheduling and family office duties.
Maintain confidentiality and professionalism when managing sensitive information.
Qualifications:
10+ years of experience as an Executive Assistant supporting C-level executives.
Strong organizational skills with the ability to manage competing priorities.
Proficiency in MS Office, travel booking systems, and expense reporting tools.
Excellent communication, discretion, and problem-solving abilities.
A collaborative team player with a proactive and adaptable attitude.
Benefits: Beacon Hill offers a robust benefit package including, but not limited to, medical, dental, vision, and federal and state leave programs as required by applicable agency regulations to those that meet eligibility. Upon successfully being hired, details will be provided related to our benefit offerings.
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: *****************************************
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 *************
Benefits Information:
Beacon Hill offers a robust benefit package including, but not limited to, medical, dental, vision, and federal and state leave programs as required by applicable agency regulations to those that meet eligibility. Upon successfully being hired, details will be provided related to our benefit offerings.
We look forward to working with you.
Beacon Hill. Employing the Future (TM)
Executive Assistant
Senior Administrative Assistant Job 14 miles from Hinsdale
An esteemed real estate investment firm in River North is seeking a dynamic Executive Assistant to join their team. In this pivotal role, you will deliver exceptional support to two Partners while ensuring the office operates seamlessly. This is a unique opportunity for a resourceful professional who thrives in a fast-paced, entrepreneurial environment and relishes taking on diverse responsibilities. This role could be your perfect fit if you excel at multitasking, enjoy making a meaningful impact, and thrive in a high-energy setting.
Responsibilities
Deliver high-level administrative support to two Partners and ensure seamless operations for the organization.
Expertly manage complex, dynamic calendars with a proactive and strategic approach.
Process expenses and generate expense and financial reports.
Orchestrate meetings and conferences, both in-person and virtually, handling every detail from agendas to catering and AV setups.
Coordinate comprehensive domestic and international travel plans, including tailored itineraries, flights, accommodations, and local transport.
Handle internal and external correspondence with professionalism, promptness, and strict confidentiality.
Efficiently process expenses and generate detailed financial reports to support business operations.
Maintain and update the CRM database to ensure accurate, real-time information.
Take ownership of ad hoc projects, research, and tasks with a flexible, can-do attitude.
Assist with personal requests as needed i.e. appointments, travel, errands, etc.
Manage the office operations including reception, greeting, and guiding guests and visitors in a warm and welcoming manner.
Provide initial IT troubleshooting and assist with new hire onboarding and ensure desk setups are optimized for productivity.
Act as the primary liaison with building management, fostering strong vendor relationships.
Ideal Experience
Bachelor's degree required. 5+ years of executive support experience.
Must have professional services industry experience.
Proficient in Microsoft Office Suite. Tech savvy and adept at learning new skills.
Comfortable working in CRM platforms.
Proactive, resourceful, self-sufficient, and able to work independently and collaboratively.
Strong sense of urgency and the ability to multitask efficiently.
Polished demeanor and communication skills.
Team-oriented, positive, and energetic.
The mentality that no task is too big or too small.
Must be reachable outside of core business hours for urgent matters.
The Larko Group is an equal opportunity employer and does not discriminate based on race, religion, gender, orientation, and disability. We offer a competitive compensation package, performance bonuses, and benefits.
Executive Assistant
Senior Administrative Assistant Job 14 miles from Hinsdale
Outstanding Chicago-based Non-profit is seeking an Executive Assistant to support two C-level Executives. This is a highly visible role, and you must have the ability to exercise good judgment in a variety of situations, with strong written and verbal communication, administrative, and organizational skills, and the ability to maintain a realistic balance among multiple priorities.
You will serve as a key point person to communicate with staff on certain issues when directed to do so. The person in this role must be able to work independently on projects, from conception to completion, and work under pressure at times to handle a wide variety of activities and confidential matters with discretion. A positive attitude, flexibility, and team working abilities are critical.
Responsibilities
Manages executive administrative tasks, including scheduling, meeting preparations, processing expense reports, arranging travel and itineraries, drafting agendas, handling communications, and safeguarding confidential information.
Compiles and organizes meeting materials, such as participant bios, pre-meeting insights, and essential background details.
Collaborates with internal and external Executive Assistants to streamline scheduling and oversee intricate administrative duties.
Acts as a gatekeeper for all requests and communication both internally and externally.
Communicates directly, and on behalf of the executives when requested.
Following up on outstanding issues, priorities and research, as necessary, important items, including those of a sensitive or confidential nature.
Completes critical aspects of deliverables with a hands-on approach, including drafting acknowledgment letters, personal correspondence, and other tasks as needed.
Prioritizes conflicting needs; handles matters expeditiously, and proactively, and follows through on projects to successful completion, often with deadline pressures and ambiguity.
Work with the Director to schedule meetings and confirm locations for important company meetings.
Provide meeting support including tracking attendance, passing out name tags, and providing directions and assistance to attendees.
Ideal Experience
A bachelor's degree with 6+ years of experience supporting C-Level Executives, and non-profit experience is ideal.
Expert in Microsoft Office (Outlook, Word, Excel, and PowerPoint), Adobe Acrobat, and Social Media platforms.
Outstanding written and verbal communication skills. Must feel comfortable with the written language, reviewing documents, and editing materials.
Strong organizational skills that reflect an ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail.
Strong interpersonal skills and ableto build relationships with members, staff, and external partners.
Demonstrated proactive approaches to problem-solving with strong decision-making capability.
Highly resourceful team player, able to be extremely effective independently.
Forward-looking thinker, who actively seeks opportunities and proposes solutions.
The Larko Group is a premier Staffing & Recruiting firm based in Chicago, with a nationwide reach, for Direct Hire, Temporary-to-Hire, and Temporary/Project jobs. We specialize in Executive Assistant, Administrative Assistant, Personal Assistant, Chief of Staff, Office Manager, Receptionist, General Office, General Labor (warehouse), Event Support, Project Management, and Customer Service.