Executive Assistant

Executive Assistant / Administrative Assistant

We are seeking a highly organized and proactive Executive Assistant / Administrative Assistant to provide comprehensive administrative support to senior leadership during a temporary assignment.

This individual will be responsible for managing complex calendars, coordinating domestic and international travel, processing expense reports, and organizing leadership meetings and onsite events. The ideal candidate is detail-oriented, adaptable, and comfortable managing multiple priorities while ensuring executives remain organized and focused on business objectives.

This position requires strong communication skills, proficiency in Microsoft Office, and the ability to anticipate administrative needs in a dynamic, professional environment.

Key responsibilities include:

• Provide daily administrative assistance to multiple senior-level executives.
• Coordinate executive schedules, appointments, and business commitments.
• Manage incoming requests and prioritize competing deadlines to ensure efficient daily operations.
• Maintain organized records, communications, and administrative documentation.
• Assist with preparing presentations, business correspondence, and other materials as needed.
• Support additional office and administrative projects based on business needs.

Calendar & Travel Management:

• Oversee busy executive calendars, including scheduling domestic and international meetings.
• Arrange conference calls, virtual meetings, and appointments across multiple time zones.
• Identify scheduling conflicts and proactively coordinate adjustments.
• Organize domestic and international travel arrangements, including transportation, accommodations, and itinerary planning.
• Provide ongoing travel support and assist with itinerary changes as needed.

Expense & Administrative Processing:

• Prepare, submit, and track executive expense reports.
• Process purchase orders, timesheets, and other routine administrative documentation.
• Maintain accurate expense records and ensure timely submission of required information.
• Coordinate miscellaneous purchases, deliveries, and employee or client gifts.
• Assist with maintaining distribution lists and internal administrative systems.

Meeting & Event Coordination:

• Organize leadership meetings, team gatherings, and large onsite events.
• Coordinate meeting logistics, including room reservations, catering, visitor arrangements, and presentation materials.
• Assist with planning and executing executive meetings involving multiple stakeholders.
• Maintain Microsoft Teams sites and shared resources for designated departments.
• Ensure meeting spaces, materials, and technology are prepared in advance.
• Provide onsite administrative support during leadership meetings and special events.

Qualifications:

• Previous experience as an Executive Assistant, Administrative Assistant, or in a comparable administrative support position.
• Demonstrated experience supporting senior executives or leadership teams.
• Strong background managing complex calendars and coordinating meetings across multiple time zones.
• Experience arranging domestic and international business travel.
• Proficiency in preparing and processing expense reports.
• Strong working knowledge of Microsoft Office Suite, particularly Outlook, Excel, PowerPoint, and Teams.
• Experience coordinating leadership meetings, corporate events, or large onsite gatherings.
• Excellent written and verbal communication skills.
• Exceptional organizational abilities and attention to detail.
• Ability to manage competing priorities and adapt to changing schedules.
• Professional, resourceful, and proactive approach to executive support.
• Strong interpersonal skills and ability to work effectively with multiple stakeholders.
• Previous experience within a marketing, advertising, creative agency, or professional services environment is a plus.

Additional Details:

• Approximately 3040 hours per week, with some weeks requiring fewer hours.
• Hybrid schedule with a minimum of 2 days onsite per week.
• Located in Chicago's Fulton Market neighborhood.

Perks:

• Hybrid work flexibility.
• Beautiful, newly designed office space with modern amenities.
• Opportunity to work directly with senior leadership.
• Exposure to a creative, collaborative marketing and advertising environment.
• Variety of responsibilities across executive support, travel coordination, and event planning.