Executive Assistant needed for private
technology firm in Chicago, IL. The Executive Assistant will work for the Chief
of Staff to support the CEO, providing first-class confidential, reliable and
comprehensive support. You will be responsible for managing and prioritizing an
exceedingly busy executive calendar and the day-to-day operations of the Office
of the CEO. The Executive Assistant will organize and coordinate executive
outreach and external relations efforts; and oversee various special projects. You
will manage and monitor multiple Google calendar accounts, internal and
external communications and all meeting and work-related preparation. You will
also manage an executive assistant team. The ideal individual will have
the ability to exercise good judgment in a variety of situations, with strong
attention to detail, excellent written and verbal communication,
administrative, and organizational skills, and the ability to maintain a
realistic balance among multiple priorities. The Executive Assistant must be
able to work under pressure at times handle a wide variety of activities and
confidential matters with discretion. You will often be the first point of
communication with the Office of the CEO and therefore must be professional,
flexible, polite, engaging, trustworthy and efficient.
Responsibilities:
Executive Support
- Completes a broad variety of
administrative tasks for the Office of the CEO including: managing an
extremely active calendar of appointments, completing expense reports,
completing data entry, composing and preparing correspondence that is
sometimes confidential, arranging complex and detailed itineraries, and
agendas, and compiling documents for meetings.
- Manages task tracking, follow up
and related output; creates internal reporting structure for the Office of
the CEO to stay appraised of all updates and project status.
- Manages the Office of the CEO Executive
team by establishing processes and procedures for efficient execution of
all tasks.
- Manages the
creation/collection of meeting agendas, executes preparation in advance of
all meetings.
- Provides a bridge for smooth
communications between the Office of the CEO and all internal departments.
- Demonstrates leadership to
maintain credibility, trust and support with senior management staff.
- Conserve executive's time by
reading, researching, and routing correspondence; drafting letters and
documents; collecting and analyzing information; initiating
telecommunications.
- Manages all inbound phone and
conference calls, mail, voicemail – takes note of action items and follow
ups.
- Manage personal and corporate
database of contacts, staying appraised of key relationship communication
and tracking in Salesforce. Requires extensive data entry and management
of Salesforce.
Special Projects
- Provides support to Office of the
CEO team around any strategic initiatives that require administrative
support
- Works with the team to ensure
network outreach is completed.
- Executes all special
correspondence projects (i.e. thank you cards, holiday card list, special
events, etc.
- Maintains professional and
technical knowledge by attending educational workshops; reviewing
professional publications; establishing personal networks; participating
in professional societies
- Manages and drives the creation
and execution of all personal events with the Office of the CEO Executive
team
Compensation commensurate with experience and full benefits
package provided. Applicants must have a minimum of 5-7 years of
experience supporting a C-level executive. To apply or for more
details, please email your resume to info@alteregoconcierge.com.
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