Executive Personal Assistant

The Executive Assistant/Personal Assistant role is a great opportunity to work for a thriving, growth-oriented family office while supporting the corporate headquarters office. This role requires a highly resourceful and proactive professional who can provide seamless support to a busy Executive, their Executive Assistant, and the family office team. The ideal candidate demonstrates exceptional judgment, strong communication skills, the ability to prioritize effectively, and a proven track record of executing with precision and achieving results.

Responsibilities

• Manage complex executive calendars, coordinate schedules, and arrange internal and external meetings to ensure efficient time management and prioritization.
• Oversee meeting technology and conference room setup, including video conferencing platforms, presentations, and troubleshooting technical issues.
• Prepare, submit, and reconcile business expense reports through Concur, ensuring accuracy and compliance with company policies.
• Draft and edit professional correspondence, meeting notes, reports, presentations, and other business documents.
• Collaborate with Executive Assistants and cross-functional teams on special projects, administrative initiatives, and company-wide events.
• Coordinate domestic and international travel arrangements, including flights, accommodations, ground transportation, and detailed travel itineraries.
• Conduct research for corporate events, travel planning, venues, vendors, and destination logistics to support informed decision-making.
• Maintain accurate contact lists, databases, and records while ensuring confidentiality and data integrity.
• Perform administrative errands and provide operational support as needed to facilitate daily business functions.
• Coordinate and manage event mailings, invitations, and related communications.
• Support a variety of ad hoc projects and administrative assignments in a fast-paced environment.
• Serve as a backup liaison for building operations, assisting with facility-related requests and office support functions.
• Issue and manage office key cards and access credentials when required.
• Welcome and assist visitors, clients, and guests at the front reception desk, providing a professional and positive first impression.
• Reserve, coordinate, and manage office space for visiting employees, clients, and guests.
• Maintain an organized, efficient, and professional office environment, ensuring smooth day-to-day operations.
• Answer and direct mainline phone calls while providing exceptional customer service and support.
• Complete filing, scanning, record management, and other administrative projects with a high level of accuracy and attention to detail.
• Assist with the planning, coordination, and logistics of annual meetings, corporate events, and special company functions.

Ideal Experience

• Bachelors degree required.
• 7+ years of professional experience, 5+ years supporting senior executives; family office experience preferred.
• Demonstrated ability to handle highly confidential information with discretion and professionalism.
• Proficient in Apple products, Microsoft Office Suite, Adobe, Microsoft Teams, and Concur (preferred).
• Resourceful, proactive problem-solver with the ability to adapt quickly in a fast-paced, dynamic environment.
• Strong organizational skills with the ability to manage shifting priorities and last-minute changes.
• Self-motivated and capable of managing varying workloads independently.
• Excellent verbal and written communication skills with a collaborative, team-oriented approach.
• Professional, dependable, and detail-oriented with strong interpersonal skills.
• Confident interacting with executives, colleagues, and external partners at all levels.
• Mature judgment, sound decision-making abilities, and a proactive mindset.

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The Larko Group is a women-owned, premier staffing and recruiting firm based in Chicago with a nationwide reach. We specialize in Direct Hire, Temp-to-Hire, and Temporary/Project placements across a wide range of roles, including Executive Assistants, Administrative Assistants, Personal Assistants, Chief of Staff, Office Managers, Receptionists, General Office, Event Support, Project Management, and Customer Service.