Executive Assistant
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Key skills for this role
About the Role
Chicago Maintenance & Construction seeks an experienced Executive Assistant to provide high-level administrative and strategic support to senior executives. The role involves managing calendars, coordinating meetings and travel, handling confidential records, and supporting special projects.
Key Skills for This Role
Responsibilities
- Manage executive calendars, appointments, and scheduling
- Coordinate internal and external meetings, including preparation of agendas and meeting materials
- Screen, prioritize, and respond to emails, calls, and correspondence on behalf of executives
- Track action items and follow up to ensure timely completion
- Organize and maintain confidential records, files, and documents
- Prepare reports, presentations, meeting minutes, and business correspondence
- Handle expense reports, invoices, and budget related administrative tasks
- Arrange domestic and international travel, including flights, accommodations, transportation, and itineraries
- Coordinate executive events, board meetings, conferences, and client engagements
- Serve as a primary point of contact between executives and internal/external stakeholders
- Assist with special projects and strategic initiatives
Requirements
- Bachelor's degree in Business Administration, Management, or related field (preferred)
- 3–8+ years of experience as an Executive Assistant, Personal Assistant, or Administrative Assistant supporting senior leaders
- Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and collaboration tools such as Teams, Zoom, or Google Workspace
- Strong written and verbal communication skills
- Excellent organizational, multitasking, and time management abilities
- High level of professionalism, integrity, and confidentiality
Full Job Posting
Position Summary
- The Executive Assistant provides high level administrative and strategic support to senior executives, ensuring efficient management of schedules, communications, meetings, travel, and key business priorities.
Key Responsibilities
- Manage executive calendars, appointments, and scheduling.
- Coordinate internal and external meetings, including preparation of agendas and meeting materials.
- Screen, prioritize, and respond to emails, calls, and correspondence on behalf of executives.
- Track action items and follow up to ensure timely completion.
- Organize and maintain confidential records, files, and documents.
- Prepare reports, presentations, meeting minutes, and business correspondence.
- Handle expense reports, invoices, and budget related administrative tasks.
- Maintain office procedures and administrative systems.
- Arrange domestic and international travel, including flights, accommodations, transportation, and itineraries.
- Coordinate executive events, board meetings, conferences, and client engagements.
- Manage logistics and ensure smooth execution of meetings and events.
- Serve as a primary point of contact between executives and internal/external stakeholders.
Qualifications
- Bachelor's degree in Business Administration, Management, or related field (preferred).
- 3–8+ years of experience as an Executive Assistant, Personal Assistant, or Administrative Assistant supporting senior leaders.
- Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and collaboration tools such as Teams, Zoom, or Google Workspace.
- Strong written and verbal communication skills.
- Excellent organizational, multitasking, and time management abilities.
- High level of professionalism, integrity, and confidentiality.
Key Competencies
- Executive calendar management
- Communication and interpersonal skills
- Problem solving and decision making
- Attention to detail
- Project coordination
- Time management and prioritization
- Confidentiality and discretion
- Adaptability and flexibility
Preferred Skills
- Experience supporting C suite executives.
- Event planning and travel management experience.
- Ability to work independently with minimal supervision.
Employment Type
- Full Time
Work Location
- In person
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