Executive Assistant

Required Skills & Experience

Approximately 10 or more years of progressive Executive Assistant experience supporting Presidents, C-suite executives, EVPs, ownership stakeholders, or comparably senior leaders.\nDemonstrated experience independently managing complex and dynamic executive calendars.\nSignificant experience coordinating domestic and international executive travel.\nProven ability to anticipate needs, identify potential issues, and take action without requiring detailed direction.\nExperience supporting a senior executive in a fast-paced environment requiring flexibility, responsiveness, and confidentiality.\nExceptional organization, prioritization, follow-through, and attention to detail.\nOutstanding written and verbal communication skills.\nStrong professional presentation and the ability to communicate confidently with senior executives, customers, ownership stakeholders, and external partners.\nExcellent judgment and discretion when handling sensitive business and personal information.\nAdvanced proficiency with Microsoft Outlook and the broader Microsoft Office suite.\nAbility to work onsite in Rosemont, Illinois, five days per week.\nAbility to provide reasonable evening or weekend responsiveness when urgent executive or travel needs arise.

Nice to Have Skills & Experience

Experience supporting a family office, family-owned company, ownership group, founder, or ultra-high-net-worth individual.\nExperience balancing business support with appropriate personal, family, travel, or lifestyle-related logistics.\nExperience directly supporting a President, EVP, senior operating executive, or member of an ownership group.\nExperience within a large privately held company or complex enterprise organization.\nExposure to private aviation coordination.\nExperience supporting an executive with significant customer, commercial, and external stakeholder responsibilities.\nExperience coordinating across multiple Executive Assistants, offices, business units, household contacts, or family-office representatives.\nBackground in a high-touch hospitality, luxury service, concierge, or private-client environment combined with senior executive support experience.

Job Description

Manage a complex and frequently changing executive calendar across internal meetings, customer engagements, travel, events, and select personal commitments.\nAnticipate scheduling conflicts, preparation needs, travel challenges, and executive priorities before they become issues.\nOwn domestic and international travel planning, including flights, ground transportation, accommodations, itineraries, and real-time adjustments.\nMonitor active travel plans and proactively secure alternatives when cancellations, delays, weather, or other disruptions arise.\nCoordinate meetings with senior executives, customers, business leaders, ownership stakeholders, family-office contacts, and external partners.\nProvide support across professional responsibilities and appropriate personal or family-related scheduling and logistics.\nCoordinate private aviation and related transportation or itinerary requirements when applicable.\nOrganize logistics for leadership meetings, customer engagements, executive events, family events, and other high-touch activities.\nMaintain accurate calendars, itineraries, contact information, reminders, and executive preferences.\nManage expense reports, reimbursements, invoices, and related administrative processes accurately and promptly.\nServe as a trusted point of contact between the executive and internal and external stakeholders.\nBuild strong working relationships with executive leadership, other Executive Assistants, business partners, and external contacts.\nHandle highly confidential business and personal information with discretion and sound judgment.\nRemain reasonably accessible outside standard business hours when urgent travel, scheduling, or executive needs arise.\nContinuously identify ways to improve the executive’s schedule, travel, communication, and overall workflow.