Executive Assistant

Executive Assistant

A well-established education institution in downtown Chicago is seeking an experienced Executive Assistant.

The Executive Assistant will serve as a trusted partner, overseeing a fast-paced executive office and managing a wide range of administrative, operational, and logistical responsibilities. This position requires someone who is highly organized, technologically savvy, proactive, and comfortable supporting a senior leader with a demanding and frequently changing schedule.

The ideal candidate will have previous experience supporting a C-suite or senior-level executive and possess the judgment and discretion necessary to handle confidential institutional and personnel matters.

Key Responsibilities:

• Manage an extremely active and complex executive calendar, including meetings, appointments, events, and competing priorities.
• Coordinate domestic and other travel arrangements, including flights, lodging, transportation, detailed itineraries, and necessary accommodations.
• Organize and provide logistical support for large-scale events, executive meetings, committees, and special functions.
• Draft, review, edit, and proofread executive correspondence, presentations, reports, agendas, meeting materials, and other documents.
• Handle confidential information with a high degree of professionalism, discretion, and sound judgment.
• Anticipate upcoming deadlines, scheduling conflicts, and executive needs and take proactive steps to address them.
• Coordinate special projects and institutional initiatives involving multiple departments and senior-level stakeholders.
• Track action items, deadlines, and follow-up activities to ensure priorities continue moving forward.
• Conduct research and compile information or briefing materials to assist with executive-level meetings and decision-making.
• Process and monitor expenses, reimbursements, purchasing, travel documentation, and other administrative transactions.
• Maintain accurate and organized electronic and physical records.
• Assist with occasional personal and travel-related logistics connected to the executive's schedule.
• Take on additional executive office projects and responsibilities as needed.

Qualifications:

• Bachelor's degree or an equivalent combination of education and relevant professional experience.
• 5+ years of progressively responsible executive or senior-level administrative support experience.
• Previous experience directly supporting a President, CEO, Vice President, Dean, or comparable senior executive.
• Advanced calendar management skills with experience coordinating complicated and frequently changing schedules.
• Proven experience planning and coordinating large meetings, events, or executive functions.
• Strong background arranging detailed travel itineraries and handling associated logistics.
• Experience with in higher education, nonprofit, or another complex organizational environment is strongly preferred.
• High proficiency with Microsoft Office 365 and modern administrative technology.
• Exceptional written and verbal communication skills.
• Ability to independently prioritize a high volume of requests and responsibilities.
• Strong attention to detail with excellent follow-through and problem-solving abilities.
• Demonstrated discretion when working with sensitive and confidential information.

Additional Details:

• This position requires on-site presence five days per week in downtown Chicago.
• The role works extensively with senior leadership as well as internal and external stakeholders.

Addison Group is an Equal Opportunity Employer. Addison Group provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, gender, sexual orientation, national origin, age, disability, genetic information, marital status, amnesty, or status as a covered veteran in accordance with applicable federal, state and local laws. Addison Group complies with applicable state and local laws governing non-discrimination in employment in every location in which the company has facilities.

Reasonable accommodation is available for qualified individuals with disabilities, upon request.