Executive Assistant

Job Description

Job Description

Executive Assistant

Location: Champaign, IL (Hybrid)
Employment Type: Full-Time
Reports To: Executive Leader

Position Summary

We are seeking a highly organized, proactive, and detail-oriented Personal Assistant to provide comprehensive support to a successful entrepreneur. Spanning over many business ventures, this trusted role combines executive assistance, personal assistance, and project coordination responsibilities, requiring exceptional judgment, discretion, and organizational skills.

The ideal candidate possesses strong business acumen, excellent communication abilities, and a high level of attention to detail. This position will manage both professional and personal aspects of the executive's schedule and commitments, ensuring priorities are aligned and activities are executed efficiently.

This is a hybrid position requiring regular in-office presence in Champaign, Illinois, along with flexibility to work remotely and occasionally accommodate schedule needs outside of standard business hours.

Key Responsibilities

Executive Calendar Management

• Manage and coordinate a complex, rapidly changing executive calendar.
• Schedule meetings, appointments, travel, events, and personal commitments while balancing competing priorities.
• Proactively anticipate scheduling conflicts and recommend solutions.
• Prepare daily, weekly, and monthly agenda summaries and briefing materials.

Professional Administrative Support

• Serve as a primary point of contact for internal and external stakeholders.
• Screen communications, prioritize requests, and draft correspondence on behalf of the executive.
• Coordinate meetings, conference calls, presentations, and special events.
• Prepare meeting materials, agendas, and follow-up action items.
• Assist with project tracking and ensure timely completion of executive priorities.

Personal Assistance

• Coordinate personal appointments, family schedules, reservations, and special events.
• Manage household vendors, service providers, and personal administrative matters.
• Assist with personal travel planning, including itineraries, transportation, lodging, and logistics.
• Support special projects, purchases, gifting, and other confidential personal matters.

Travel Coordination

• Arrange domestic and occasional international travel.
• Develop detailed travel itineraries and contingency plans.
• Monitor travel schedules and proactively address disruptions.

Organization and Project Management

• Maintain organized digital and physical filing systems.
• Track deadlines, commitments, and key deliverables.
• Assist with research and information gathering for both business and personal initiatives.
• Coordinate multiple projects simultaneously while ensuring exceptional follow-through.

Confidentiality and Discretion

• Handle sensitive business and personal information with the highest degree of professionalism and confidentiality.
• Exercise sound judgment when addressing executive matters and stakeholder interactions.

Qualifications

Required

• 3+ years of experience supporting senior executives, business leaders, entrepreneurs, or high-net-worth individuals.
• Exceptional organizational and time-management skills.
• Strong attention to detail and commitment to accuracy.
• Demonstrated ability to manage multiple priorities in a fast-paced environment.
• Excellent written and verbal communication skills.
• High level of discretion and professionalism.
• Proficiency with Microsoft Office Suite, Outlook, Teams, and calendar management tools.
• Valid driver's license and reliable transportation for occasional local errands or meetings.

Preferred

• Bachelor's degree or equivalent professional experience.
• Experience coordinating both business and personal executive affairs.
• Understanding of business operations, finance, or executive-level decision-making processes.
• Project management experience.
• Experience supporting C-suite executives or business owners.