Executive Assistant - Chicago, IL

Executive Assistant

Reports To : Managing Director

Employment Type : Full-Time

Location : Chicago, IL (North Side Ravenswood / Bowmanville Office)

Our consultancy is looking for a highly motivated and talented Executive Assistant. We are looking for a peak performer who has a passion for business, a joy in solving problems and a work ethic that doesn't rest until the job is done.

The Executive Assistant (EA) will provide high-level administrative support to the Managing Director and ensure the smooth operation of the office. This role includes managing schedules, coordinating travel, maintaining office facilities, and ensuring employees are equipped with the tools they need. The EA will also take ownership of system administration for various tools and software, plan events, and manage key vendor relationships. This is a hybrid position with required in-office work on Tuesdays, Wednesdays, and Thursdays and remote work on Mondays and Fridays.

Primary Responsibilities

• Manage the Managing Director's schedule, including meetings, appointments, and travel arrangements.
• Process contracts and agreements via DocuSign.
• Maintain office access and oversee facilities needs, including HVAC, plumbing, and other repairs.
• Ensure the office is stocked with supplies, refreshments, and other necessities.
• Oversee mail handling and package shipping / receiving.
• Act as the notary for the organization.
• Coordinate with vendors such as office cleaners, locksmiths, and other service providers.
• Serve as the primary administrator for tools such as Zoom, Slack, Microsoft 365, G Suite, Notion, DocuSign, AmTrav, UPS, and FedEx.
• Set up and deactivate system access for employees and contractors as needed.
• Manage asset tracking, including laptops and other office equipment.
• Plan and coordinate company events, including offsite team outings and annual meetings.
• Organize onsite and client meetings.
• Set up accounts for new employees and contractors on systems such as Slack, Zoom, and Microsoft Office.
• Coordinate with the IT vendor to ensure laptops and equipment are prepared.
• Assist with onboarding forms and processes, including E-Verify.
• Manage relationships with vendors such as Amazon Business, office cleaners, and travel agents.
• Assist with vendor evaluations as needed.

Required Skills

Work Schedule

Compensation

The compensation range for this role will be competitive and commensurate with experience. Benefits include health, dental, vision, disability and life insurance, a 401(k) program with a company match, plus paid vacation and sick time.