Executive Assistant

Position Summary:

Reporting to the CHRO, the CFO, and the COO, the Executive Assistant (“EA”) role demands the ability to prioritize numerous tasks and deadlines, in a fast-paced and high-pressure environment, working with several executives simultaneously. Must be extremely organized and highly adaptable. Able to balance more sophisticated assignments with willingness to achieve goals in a supportive administrative role and eagerly handle more perfunctory clerical tasks. Ability to maintain high level of professionalism and confidentiality at all times is a requirement. Must have proficiency across the Google platform and Microsoft Office Suite including Word, Excel, Outlook, and PowerPoint. Strong and consistent success in juggling multitude of administrative responsibilities, ability to make independent task decisions and demonstrate high degrees of flexibility and creativity is needed. Superior verbal and written communication required.

Duties and Responsibilities

• Serves as a primary administrative point of contact for the CHRO, COO & CFO; prioritizes requests and coordinates communications, visitors, and access to executive leadership.
• Monitors executive email and other communications as directed; identifies and prioritizes urgent matters, organizes requests, and coordinates timely follow-up while exercising sound judgment and discretion.
• Efficiently manages complex calendars, including scheduling meetings, appointments, and travel arrangements, while prioritizing conflicting demands. Prepares daily and weekly briefing materials for executives, including schedules, meeting objectives, background information, travel details, deadlines, and documents requiring review or signature.
• Coordinates domestic and international travel, including flights, accommodations, and ground transportation.
• Prepares monthly expense reports for executives, including gathering receipts, reconciling expenses, and compiling data for submission. Ensures accuracy and compliance with company policies and procedures. Collaborates with finance and accounting departments as needed to address any discrepancies or inquiries.
• Drafts, proofreads, formats, and distributes correspondence, presentations, reports, and other executive communications; monitors related follow-up items and ensures timely responses.
• Audits and assures monthly RSG Time Allocation sheet is completed.
• Handles updates to ensure regulatory compliance and request fulfillment.
• Coordinates the application process for new licenses required for RSG operations and prepares and submits all necessary documentation and fees for license applications and renewals for the CEO, COO, CFO, and CHRO. Organizes and maintains a filing system for easy access to licensing documentation.
• Serves as a liaison between regulatory agencies and other RSG team members who require licensing approvals and renewals for their roles, ensuring that all necessary documentation and approvals are obtained promptly.
• Coordinates all aspects of meetings and events, including scheduling, venue selection, agenda, logistics, catering, and audiovisual setup. Leads the planning and execution of the Rivers Finest Companywide event.
• Monitors the performance and functionality of the Legal Tracker system, including user accounts, permissions, and access levels per organizational policies and serves as the primary point of contact for user inquiries and technical support related to the Legal Tracker.
• Coordinates RSG new hire onboarding with HR provider, including IT equipment and program setup. Assists with special projects and initiatives as needed, providing research and administrative support to facilitate decision-making and implementation.
• Maintains confidential files and records, ensuring information is organized and easily accessible and exercises discretion when handling sensitive information and adheres to privacy policies and confidentiality agreements.
• Builds and maintains effective communication and relationships with property leadership.

Qualifications:

• College Degree preferred, human resources concentration ideal but not mandatory.
• Prior work experience demonstrates the ability to to multi-task, and self-direct workflow with limited oversight.
• Highly proficient in Microsoft office especially in excel and PowerPoint.
• 2-4 years experience in similar Executive Assistant role

Physical and Mental Demands:

• Must occasionally lift up to 10 pounds.
• Able to work with others while maintaining a positive and professional demeanor.

This is a salaried position with the targeted annual salary between $90,000.00 - $100,000.00, based on directly relevant prior work experience. Position is eligible for an annual performance bonus and as a full time employee can participate in Company sponsored health plan and 401(k).

RSG values a diverse workforce, is an equal opportunity employer and encourages all qualified applicants to apply.

For full consideration, applicants must complete the "screener" questions associated with this posting. Candidates must reside in commuting distance to the N. Michigan Avenue corporate office in Chicago. No calls, please.