Executive Assistant

Job Title: Executive AssistantLocation: Schaumburg, ILJob type: FulltimeSchedule: (Wednesday thru Sunday, 11.00 AM - 9.00 PM CST)Salary: $60K per annum onwardsJob Overview: We are seeking a highly organized, proactive, and flexible Personal Assistant to support the CEO's professional and personal needs. This dual-role requires an individual who can seamlessly balance managing complex schedules, handling confidential matters, and providing transportation in a timely and professional manner.Responsibilities: (Including but not limited to)Project Management ResponsibilitiesPlanning, coordinating, and tracking key projects across departments, internal and external stakeholders.Monitor project timelines, deliverables, and follow-up items to help ensure deadlines are met.Coordinate with internal teams and external stakeholders to gather updates, documents, and required inputs for ongoing projects.Maintain project progress, action logs, status reports, and related documentation.Organize project-related files, correspondence, and reference materials for easy access and review.Calendar, Schedule & Meeting Management:Coordinate the CEO's complex calendar, scheduling meetings, travel, and personal appointments.Anticipate conflicts, optimize time allocation, and ensure the CEO focuses on high-impact activities.Manage and update itineraries regularly, ensuring that the CEO's time is optimized and commitments are met.Coordinate meeting logistics, including invitations, agendas, conference room bookings, virtual meeting links, and required materials.Prepare meeting agendas, briefing notes, background documents, and presentations in advance of meetings.Ensure all participants receive necessary documents, updates, and reminders prior to meetings.Attend meetings when required to take minutes, document key discussions, decisions, and action items.Track and follow up on post-meeting action items to ensure timely completion.Coordinate recurring meetings, leadership reviews, client calls, and cross-functional discussions.Maintain organized records of meeting notes, action items, and follow-up communications.Ensuring meetings are well-prepared, productive, and aligned with strategic priorities.Travel Coordination:Arrange both commercial and private travel, ensuring logistics and accommodations are in place.Travel with CEO to scheduled appointments, meetings, and events according to the calendar.Personal Assistance & Errands:Complete personal errands such as picking up documents, gifts, supplies, and other items as requested.Ensure personal appointments are scheduled and attended as needed, with privacy and discretion.Confidentiality & Discretion:Handle highly confidential information with the utmost care and discretion.Maintain professional relationships and handle both personal and professional matters with privacy.Requirements:Valid driver's license with a clean driving record.Experience in Executive Assistant or in a similar high-impact support rolePrior experience supporting CXO-level executives (CEO, COO, Founder, etc.).Experience in fast-paced environments such as start-ups, consulting, or dynamic corporate setups.Strong business acumen and understanding of organizational prioritiesExcellent written and verbal communication skillsHigh level of ownership, proactiveness, and problem-solving abilityAbility to manage multiple priorities with strong attention to detailSound judgment and decision-making capabilityHigh ownership mindsetTechnical & Functional SkillsProficiency in MS Office (Excel, PowerPoint, Word) and presentation toolsExperience with calendar management tools (e.g., Outlook, Google Calendar)Ability to prepare reports, dashboards, and executive summaries