Executive Assistant

Job Description

Job Description

We are looking for an Executive Assistant to support senior leadership in Illinois. This a few month contract assignment position (possibility to go contract-to-hire) is ideal for someone who excels at managing high-level administrative operations, coordinating executive priorities, and keeping communication flowing across teams. The role requires sound judgment, strong organization, and the ability to handle sensitive information while working effectively in a fast-paced environment.

Responsibilities:

• Oversee complex calendars for executive leaders, ensuring appointments, schedule changes, and priority conflicts are managed efficiently.

• Arrange detailed business travel, including itineraries, meeting agendas, and the preparation of supporting materials needed for trips and related discussions.

• Prepare expense documentation, draft clear correspondence, and handle confidential administrative matters with discretion and accuracy.

• Coordinate the development and assembly of presentation materials, including PowerPoint decks, for leadership meetings and business reviews.

• Support communication between executive leadership and internal departments to help maintain alignment, responsiveness, and strong working relationships.

• Organize senior leadership meetings, off-site sessions, and broader staff gatherings by managing agendas, logistics, and follow-up needs.

• Track time-sensitive requests and competing priorities, taking proactive steps to move assignments forward and ensure completion by deadlines.

• Maintain legal records and reference materials, including monitoring review and renewal timelines for important documents.

• Provide meeting support for executive visits by preparing conference spaces and arranging refreshments for guests and customers.

• Demonstrated experience providing administrative support to executives or senior leadership teams.
• Strong calendar management skills with the ability to coordinate shifting priorities and multiple commitments.
• Experience arranging business travel and handling related logistics with close attention to detail.
• Ability to prepare presentations and organize meeting materials for executive audiences.
• Excellent written and verbal communication skills, including the ability to handle confidential information professionally.
• Proven organizational skills with the capacity to manage deadlines, follow through on assignments, and resolve competing demands.
• Proficiency in standard business software used for scheduling, correspondence, expense reporting, and presentations.