Executive Assistant

Apolis

Executive Assistant

Location: Chicago, IL (60606) Duration: 6-month contract-to-hire Need two professional references at the time of submission.

Our client is seeking an experienced Executive Assistant to support the newly appointed President of the organization. This is a high-visibility role requiring a proactive, highly organized professional who can operate as a trusted partner and "second brain" to executive leadership.

Key Responsibilities

Manage complex, high-volume calendars, scheduling meetings across multiple stakeholders
Coordinate travel arrangements including flights, itineraries, and logistics
Prepare and manage expense reports and financial documentation
Serve as a gatekeeper and primary point of contact for the executive
Support executive communications and ensure alignment with priorities
Coordinate office operations, including supplies, logistics, and guest hosting
Anticipate needs and proactively support leadership in a fast-paced environment

Qualifications

Bachelor's degree required
8+ years of Executive Assistant experience supporting senior leadership
Proven experience managing complex scheduling and executive priorities
Strong background in travel coordination and expense management
Experience working in fast-paced, high-visibility environments

Technical Skills

Advanced Microsoft Office skills (especially Outlook)
Experience with HRIS systems preferred (e.g., UKG, Workday, PeopleSoft)

Preferred Experience

Higher education industry experience (nice-to-have)
Experience supporting leadership within complex or multi-entity organizations

Key Soft Skills

Highly proactive with strong anticipatory thinking
Exceptional organizational and prioritization skills
High attention to detail
Ability to manage multiple competing priorities seamlessly
Strong executive presence and communication skills
Confidence in guiding and keeping leadership on track

Apply

Vacancy posted 5 days ago

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