Executive Assistant

Executive Assistant

We are seeking a highly organized, proactive, and detail-oriented Executive Assistant to provide comprehensive support to senior leaders within the Americas Finance organization, with the flexibility to expand support to additional North America-based executives as business needs evolve. This role reports to the CFO, Americas and serves as a trusted partner, managing executive calendars, travel, communications, meetings, special projects, and administrative operations while maintaining the highest level of professionalism and confidentiality.

In addition to executive support responsibilities, this position will play an important role in supporting select site administration activities at our Oakbrook Center location, helping to foster a well-organized, secure, and productive workplace environment. Due to the nature of these responsibilities, this role follows a hybrid work arrangement with regular on-site presence required.

Key Responsibilities

• Manage and maintain complex calendars, appointments, and domestic and international travel arrangements for senior Finance executives and other assigned leaders, as needed. Adapt schedules and priorities to support changing business needs.
• Prepare detailed travel itineraries, coordinate logistics, and submit and monitor expense reports.
• Prepare, edit, and format executive correspondence, presentations, reports, communications, and other business materials.
• Coordinate logistics, invitations, agendas, meeting materials, and follow-up actions for leadership meetings, business reviews, talent reviews, town halls, planning sessions, and other key events.
• Support meeting preparation by ensuring materials are developed, reviewed, and distributed in advance and that action items are documented and tracked.
• Consolidate reports, presentations, and leadership materials for executive reviews and business meetings.
• Coordinate onboarding activities and logistics for newly appointed leaders and team members.
• Serve as a professional liaison with internal and external stakeholders, fostering strong relationships across all levels of the organization.
• Handle highly confidential information with discretion, sound judgment, and professionalism.
• Anticipate executive needs, identify potential issues, and proactively implement solutions to support organizational priorities.

• Manage special projects and strategic business initiatives, working independently and collaboratively across multiple functions as needed.
• Support day-to-day workplace operations for the office, helping ensure a positive employee and visitor experience.
• Partner with Security, Facilities, HR, and other stakeholders on workplace compliance activities.
• Coordinate local employee events, executive meetings, and engagement activities hosted at or by the office.
• Support other site administration initiatives and duties as business needs evolve.

Qualifications

• 5+ years of experience in an executive assistant, administrative support, or related corporate environment role.
• Demonstrated experience supporting senior executives in a fast-paced business environment.
• Exceptional organizational skills with strong attention to detail and the ability to manage multiple priorities simultaneously.
• Strong written and verbal communication skills.
• Proven ability to handle sensitive and confidential information with discretion and professionalism.
• Strong collaboration and relationship-building skills, with the ability to interact effectively with leaders at all levels of the organization.
• Results-oriented with a demonstrated ability to anticipate needs, solve problems, and drive tasks to completion.
• Advanced proficiency in Microsoft Office applications, including Outlook, Teams, Word, Excel, and PowerPoint.
• Experience coordinating meetings, events, executive communications, and presentation materials is preferred.
• Ability to work independently while managing competing priorities in a dynamic environment.

Work Arrangement

• This position follows a hybrid work arrangement and requires on-site presence in line with business necessity.
• Flexibility to work outside normal business hours as needed to support executive schedules, travel requirements, and urgent business needs.
• Valid U.S. passport and ability to travel occasionally, as required (minimal travel expected).

Education

• Bachelor's degree preferred