Executive Administrative Assistant

Phoenix International Publications (PIP) is a leading childrens 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. The

right candidate will be resourceful, detail-oriented, and comfortable managing multiple priorities while

helping bring structure and follow-through to a dynamic environment.

Key Responsibilities:

Executive Administrative Support

• Provide administrative support to the CEO and senior leadership team
• Coordinate internal and external meetings, including scheduling, logistics, and materials
• Attend select meetings to capture notes, summarize key decisions, and track follow-up items
• Help maintain organization around priorities, deadlines, and next steps, including preparing documents and materials as needed

Meeting Project Coordination

• Track action items, deadlines, and next steps across meetings and initiatives
• Help maintain organization across projects, priorities, and internal workflows
• Coordinate meeting logistics, including agendas, materials, and follow-through
• Maintain simple trackers and spreadsheets to support visibility and organization

Office Administrative Support

• Assist with day-to-day office coordination and organization
• Coordinate team lunches, internal meetings, and visiting partners or guests
• Support basic office logistics and administrative needs as they arise

Event Internal Coordination

• Support planning and logistics for internal meetings, team events, and company gatherings
• Assist with coordination of leadership meetings, sales meetings, and periodic internal events
• Coordinate vendors, venues, catering, materials, schedules, and basic event logistics as needed
• Help ensure details are organized and executed smoothly

Qualifications

• Approximately 4-8 years of experience in an administrative, executive assistant, or office coordination role
• Strong organizational skills and exceptional attention to detail
• Ability to manage multiple priorities in a fast-paced, evolving environment
• Proactive, resourceful, and able to work independently
• Comfortable taking initiative and creating structure with limited direction
• Strong written and verbal communication skills
• High level of professionalism, judgment, and discretion

Technical Skills

• Proficiency in Microsoft Office, including strong Excel and PowerPoint skills
• Comfortable working with spreadsheets, trackers, and shared documents
• Experience with Google Workspace (Gmail, Drive, Docs, Sheets) is a plus

What Were Looking For

• Highly organized with strong follow-through
• Proactive and solutions-oriented, and positive, can-do attitude
• Comfortable managing multiple priorities and shifting demands
• Strong attention to detail and problem-solving skills
• Able to create structure, lists, timelines, and systems to stay organized
• Team-oriented, collaborative, and willing to jump in where needed

Compensation & Location

• Chicago area | Hybrid schedule (minimum 3 days in office)
• Salary range: $55,000 - $85,000, depending on experience
• Competitive benefits package

Additional Notes

As 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.