Executive Assistant/Scheduler- Chicago, IL

Executive Assistant/Scheduler needed to report to the Chief of Staff and serve on a team to support the Chairman of a private firm in downtown Chicago. Under the direction of the Chief of Staff, the Scheduler will manage all aspects of the intricate schedule coordination for the Chairman of the firm, including travel logistics and other administrative tasks. The Scheduler must demonstrate the ability to focus on small details without losing sight of the big picture and exercise good judgment when allocating each Chairman’s time. The ideal candidate will have experience managing a senior principal’s schedule and overseeing complex logistics.

 

Key responsibilities:

• Managing the Chairman’s complex schedule, both personal and business related
• Organizing logistical arrangements for all meetings and engagements
• Coordinating all aspects of the Chairman’s travel arrangements, including ground and air travel, travel documents, last minute trip changes and expenses
• Managing all incoming invitations, including coordinating a tracking system for invitations, ensuring timely response and confirming meetings
• Preparing the Chairman’s daily and monthly calendar, as well as detailed itineraries
• Coordinating closely with the Chief of Staff to ensure the daily schedule reflects strategic, long-term priorities
• Coordinating closely with the Executive Assistant to ensure the daily schedule is executed smoothly
• Circulating the Chairman’s daily schedule and keeping staff are informed of engagements
• Providing remote support to the Chairman and Chief of Staff while on travel
• Reports to the Chief of Staff

Required skills/Qualifications:

• Strong oral and written communications skills
• Ability to exercise good judgment, particularly with respect to prioritizing the Chairman’s time
• Ability to handle sensitive information with discretion
• Strong problem-solving and organizational skills
• Ability to multitask in a fast-paced environment
• Ability to manage complex logistics
• Detail-oriented
• Proficiency in Microsoft Office suite and Salesforce
• College Degree

Competitive salary and great benefits package provided. Start date is February 2017. To apply or for more details, please email your resume and cover letter to info@alteregoconcierge.com for consideration.