Executive Assistant

Job Title: Executive Assistant

Location: Schaumburg, IL

Job type: Fulltime

Schedule: (Wednesday thru Sunday, 11.00 AM - 9.00 PM CST)

Salary: $60K per annum onwards

Job Overview: We are seeking a highly organized, proactive, and flexible Personal Assistant to support the CEO's professional and personal needs. This dual-role requires an individual who can seamlessly balance managing complex schedules, handling confidential matters, and providing transportation in a timely and professional manner.

Responsibilities: (Including but not limited to)

Project Management Responsibilities

• Planning, coordinating, and tracking key projects across departments, internal and external stakeholders.
• Monitor project timelines, deliverables, and follow-up items to help ensure deadlines are met.
• Coordinate with internal teams and external stakeholders to gather updates, documents, and required inputs for ongoing projects.
• Maintain project progress, action logs, status reports, and related documentation.
• Organize project-related files, correspondence, and reference materials for easy access and review.

Calendar, Schedule & Meeting Management:

• Coordinate the CEOs complex calendar, scheduling meetings, travel, and personal appointments.
• Anticipate conflicts, optimize time allocation, and ensure the CEO focuses on high-impact activities.
• Manage and update itineraries regularly, ensuring that the CEOs time is optimized and commitments are met.
• Coordinate meeting logistics, including invitations, agendas, conference room bookings, virtual meeting links, and required materials.
• Prepare meeting agendas, briefing notes, background documents, and presentations in advance of meetings.
• Ensure all participants receive necessary documents, updates, and reminders prior to meetings.
• Attend meetings when required to take minutes, document key discussions, decisions, and action items.
• Track and follow up on post-meeting action items to ensure timely completion.
• Coordinate recurring meetings, leadership reviews, client calls, and cross-functional discussions.
• Maintain organized records of meeting notes, action items, and follow-up communications.
• Ensuring meetings are well-prepared, productive, and aligned with strategic priorities.

Travel Coordination:

• Arrange both commercial and private travel, ensuring logistics and accommodations are in place.
• Travel with CEO to scheduled appointments, meetings, and events according to the calendar.

Personal Assistance & Errands:

• Complete personal errands such as picking up documents, gifts, supplies, and other items as requested.
• Ensure personal appointments are scheduled and attended as needed, with privacy and discretion.

Confidentiality & Discretion:

• Handle highly confidential information with the utmost care and discretion.
• Maintain professional relationships and handle both personal and professional matters with privacy.

Requirements:

• Valid drivers license with a clean driving record.
• Experience in Executive Assistant or in a similar high-impact support role
• Prior experience supporting CXO-level executives (CEO, COO, Founder, etc.).
• Experience in fast-paced environments such as start-ups, consulting, or dynamic corporate setups.
• Strong business acumen and understanding of organizational priorities
• Excellent written and verbal communication skills
• High level of ownership, proactiveness, and problem-solving ability
• Ability to manage multiple priorities with strong attention to detail
• Sound judgment and decision-making capability
• High ownership mindset

Technical & Functional Skills

• Proficiency in MS Office (Excel, PowerPoint, Word) and presentation tools
• Experience with calendar management tools (e.g., Outlook, Google Calendar)
• Ability to prepare reports, dashboards, and executive summaries