Executive Administrative Assistant

Phoenix International Publications (PIP) is a leading children's book publisher known for innovative,interactive products and global licensing partnerships. We work with major retailers and world-recognized brands to create engaging experiences for young readers.We are seeking a highly organized and proactive Executive Administrative Assistant to support our CEO and senior leadership team. This role combines executive administrative support with coordination of meetings, projects, and internal events. It is ideal for someone who thrives in a fast-paced environment, takes initiative, and enjoys keeping teams organized and operations running smoothly.This is a highly visible role that will interact with leadership, internal teams, and external partners. Theright candidate will be resourceful, detail-oriented, and comfortable managing multiple priorities whilehelping bring structure and follow-through to a dynamic environment.Key Responsibilities:Executive Administrative SupportProvide administrative support to the CEO and senior leadership teamCoordinate internal and external meetings, including scheduling, logistics, and materialsAttend select meetings to capture notes, summarize key decisions, and track follow-up itemsHelp maintain organization around priorities, deadlines, and next steps, including preparing documents and materials as neededMeeting Project CoordinationTrack action items, deadlines, and next steps across meetings and initiativesHelp maintain organization across projects, priorities, and internal workflowsCoordinate meeting logistics, including agendas, materials, and follow-throughMaintain simple trackers and spreadsheets to support visibility and organizationOffice Administrative SupportAssist with day-to-day office coordination and organizationCoordinate team lunches, internal meetings, and visiting partners or guestsSupport basic office logistics and administrative needs as they ariseEvent Internal CoordinationSupport planning and logistics for internal meetings, team events, and company gatheringsAssist with coordination of leadership meetings, sales meetings, and periodic internal eventsCoordinate vendors, venues, catering, materials, schedules, and basic event logistics as neededHelp ensure details are organized and executed smoothlyQualificationsApproximately 4-8 years of experience in an administrative, executive assistant, or office coordination roleStrong organizational skills and exceptional attention to detailAbility to manage multiple priorities in a fast-paced, evolving environmentProactive, resourceful, and able to work independentlyComfortable taking initiative and creating structure with limited directionStrong written and verbal communication skillsHigh level of professionalism, judgment, and discretionTechnical SkillsProficiency in Microsoft Office, including strong Excel and PowerPoint skillsComfortable working with spreadsheets, trackers, and shared documentsExperience with Google Workspace (Gmail, Drive, Docs, Sheets) is a plusWhat We're Looking ForHighly organized with strong follow-throughProactive and solutions-oriented, and positive, can-do attitudeComfortable managing multiple priorities and shifting demandsStrong attention to detail and problem-solving skillsAble to create structure, lists, timelines, and systems to stay organizedTeam-oriented, collaborative, and willing to jump in where neededCompensation & LocationChicago area | Hybrid schedule (minimum 3 days in office)Salary range: $55,000 - $85,000, depending on experienceCompetitive benefits packageAdditional NotesAs this is a new role for the organization, responsibilities may evolve over time as leadership identifies where additional administrative coordination and support can provide the most value.