Executive Administrative Assistant

** Job Description Summary*
* This Executive Assistant provides comprehensive administrative support to the Chief Business Development Office AND the Global Head of Tax, ensuring smooth coordination of calendars, meetings, travel, communications, and day‑to‑day operations. This role manages confidential information, prepares presentations and materials for key operating mechanisms, supports onboarding and office processes, and partners closely with internal stakeholders and the broader administrative team. This position will sit in office, based out of Chicago, IL, USA.

** Job Description*
* *
* KEY RESPONSIBILITIES:

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* + Support Chief Business Development Officer and the Global Head of Tax in all related administrative tasks which may include effectively maintaining and coordinating calendars, scheduling meetings, making travel arrangements, providing phone coverage, processing and reconciling expense accounts and handling various purchases which may include invoice arrangements

+ Support Strategy business operating mechanisms (bi-weekly, monthly and quarterly staff meetings, town halls/all employee meetings, and other meetings as arise)

+ Maintain calendars, contacts and tasks for the both leaders coordinating with internal stakeholders and their Executive Administrative support in scheduling and coordinate internal and external meetings

+ Provide general office administrative services and support. This includes, but is not limited to, supporting the onboarding of new employees/contingent workers, answering questions re: central sites, internal processes, and e-tools, assisting with international and domestic shipping, initiating IT support requests and liaising with facilities management

+ Assist with communications related activities such as maintaining relevant distribution lists, producing email correspondence, presentations, meeting agendas, new hire and organization change announcements

+ Coordinate complex, multi-leg domestic and international travel arrangements, which include flights, car service, dinner reservations, etc

+ Arrange meetings, take notes, prepare memos and follow up on actions as required

+ Prepare reports, presentations, and data, as well as maintaining files, records, and correspondence which may include handling confidential and sensitive information with discretion

+ Support budget process & process invoices, vendor creation, and managing contractors.

+ Print materials for team meetings and conferences; printing/binding large volume materials when required and shipping to conference locations

+ Order supplies

+ Retrieve and greet guests/deliveries

+ Order catering for any meetings requiring breakfast/lunch/refreshments

+ Assist with special projects as needed; proactively anticipate work assignments whenever possible

+ Some travel may be required for specific conferences where administrative support is required

+ Cover and support local Administrative Assistant team

+ Other functions may be assigned as necessary

** QUALIFICATIONS*
* + Proven 8+ years of experience as an executive assistant or supporting a senior leader, preferably in a global, public company or in corporate function.

+ Strong verbal and written communication skills and ability to communicate effectively.

+ A proactive approach to problem-solving with strong decision-making and organizational skills.

+ Strong collaboration skills. Ability to work in a team environment is key.

+ Ability to prioritize and meet deadlines in a fast-paced quickly changing environment.

+ In-depth MS Office suite skills.

We will not sponsor individuals for employment visas, now or in the future, for this job opening.

For U.S. based positions only, the pay range for this position is $-$ Annual. It is not typical for an individual to be hired at or near the top of the pay range and compensation decisions are dependent on the facts and circumstances of each case. The specific compensation offered to a candidate may be influenced by a variety of factors including skills, qualifications, experience and location.

In addition, this position may also be eligible to earn performance based incentive compensation, which may include cash bonus(es) and/or…