Executive Administrative Assistant

Executive Administrative Assistant

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We currently have an opportunity for an Executive Administrative Assistant at our Corporate Headquarters in Lake Forest, IL.

Responsibilities

The Executive Administrative Assistant provides high-level administrative and operational support to executive leadership, ensuring efficient management of daily priorities, strategic initiatives, and executive communications. This role serves as a trusted business partner to designated executives by managing complex calendars, coordinating meetings and travel, preparing executive communications and presentations, and handling highly confidential information with professionalism and discretion. The Executive Administrative Assistant proactively anticipates business needs, streamlines administrative processes, and enables executive leaders to focus on organizational priorities and business results.

You Will Have the Opportunity to Make Great Things Happen!

Key Responsibilities

• Provide comprehensive administrative support to designated executive leaders.
• Manage complex executive calendars, meetings, travel, and business priorities.
• Coordinate executive communications, presentations, reports, and correspondence.
• Prepare materials for executive meetings, Board presentations, and business reviews.
• Serve as a liaison between executive leadership and internal and external stakeholders.
• Coordinate special projects, events, and cross-functional initiatives.
• Manage confidential information with discretion and professionalism.
• Anticipate executive needs and proactively identify opportunities to improve efficiency and effectiveness.

Essential Duties

• Manage complex executive calendars, scheduling meetings, appointments, and business priorities while resolving scheduling conflicts and optimizing executive availability.
• Coordinate domestic and international travel arrangements, including itineraries, accommodations, transportation, and travel documentation.
• Prepare and submit executive expense reports and reconcile travel-related expenses.
• Prepare executive presentations, reports, meeting agendas, briefing materials, and supporting documentation.
• Coordinate Board of Directors materials, executive business reviews, leadership meetings, and other strategic presentations.
• Organize on-site and off-site executive meetings, leadership events, and business functions.
• Attend meetings as needed, capture meeting notes, document action items, and monitor follow-up activities.
• Screen phone calls, emails, and correspondence, ensuring timely communication and appropriate prioritization.
• Build effective working relationships with executive leadership, internal business partners, customers, vendors, and external stakeholders.
• Handle confidential business information with the highest level of integrity and discretion.
• Support executive-led projects by coordinating timelines, tracking deliverables, and facilitating communication across departments.
• Identify opportunities to improve administrative processes, communication, and executive workflows.
• Provide administrative support for additional business initiatives and special projects as assigned.

You Will Love It Here If

• You listen, learn, and evolve
• You thrive in a fast-paced environment
• You put safety first, always
• You are passionate about collaboration, teamwork, and achieving shared goals
• You believe in treating all people with respect, operating ethically, and growing a diverse, equitable, and inclusive workplace
• You are committed to improving our impact on local communities and creating positive experiences

Qualifications

Education

• High school diploma or equivalent.

Experience

• 5+ years of progressive executive administrative support experience supporting senior executives or C-suite leadership.
• Experience managing complex calendars, executive travel, and confidential communications.
• Experience preparing executive-level presentations, reports, and business correspondence.
• Experience supporting multiple executives in a fast-paced corporate environment.

Knowledge, Skills & Abilities

• Advanced proficiency with Microsoft Office, including Outlook, Word, Excel, PowerPoint, and Teams.
• Excellent written, verbal, and interpersonal communication skills.
• Exceptional organizational, planning, and time management skills.
• Strong attention to detail with the ability to manage multiple priorities simultaneously.
• Demonstrated ability to exercise sound judgment and maintain strict confidentiality.
• Ability to work independently with minimal supervision while anticipating executive needs.
• Strong customer service orientation and relationship management skills.
• Ability to adapt quickly in a dynamic, fast-paced environment.
• Ability to work flexible hours during critical business periods.
• Regular attendance at the Lake Forest, Illinois corporate office during normal business hours.

Bonus

• Associate's degree in Business Administration or a related field.
• Experience supporting multiple executive leaders simultaneously.
• Previous customer service or corporate administrative experience.
• Experience supporting Board of Directors meetings and executive leadership teams.

Competencies

• Builds Effective Relationships - Develops strong, collaborative relationships with executives, business partners, and external stakeholders while providing exceptional customer service and support.
• Drives Results - Effectively manages competing priorities, consistently delivers high-quality work, and ensures executive commitments are executed accurately and on time.
• Communicates Effectively - Communicates clearly, professionally, and confidently through written, verbal, and presentation materials while maintaining professionalism with all audiences.
• Manages Complexity - Successfully navigates changing priorities, confidential matters, and competing demands while maintaining organization, accuracy, and composure.
• Decision Quality - Exercises sound judgment, anticipates business needs, and makes thoughtful decisions that support executive effectiveness and organizational priorities.
• Resourcefulness - Proactively identifies solutions, removes obstacles, improves processes, and independently manages work with minimal direction.

Posted Salary Range

USD $63,900.00 - USD $99,900.00 /A