Executive Assistant

Company Description Svarin Creative is a luxury event design and production firm specializing in immersive, highly personalized celebrations. The team manages every visual detail from initial concept and creative direction to custom fabrication, vendor coordination, installation, and on-site execution. Working closely with clients and creative partners, Svarin Creative transforms distinctive ideas into cohesive, unforgettable event environments. Team members collaborate across disciplines to deliver elevated, visually striking experiences that reflect each client’s unique vision.

Role Description The Executive Assistant role at Svarin Creative is a full-time, on-site position based in the Greater Chicago Area. This role provides high-level administrative support to leadership, including managing calendars, scheduling meetings, coordinating travel and meals, coordinating domestic and international shipping, and assisting with expense reporting. The Executive Assistant will handle correspondence, organize documents and electronic files, maintain an organized physical samples library, and support day-to-day office operations, including errands.

Responsibilities also include liaising with internal team members and external partners, tracking deadlines, assisting with project coordination for events, and ensuring smooth communication and follow-up on executive priorities.

Qualifications

• Strong Executive Administrative Assistance skills, including calendar management, meeting coordination, and task prioritization.
• Experience preparing and reconciling Expense Reports with attention to detail and accuracy.
• Demonstrated Executive Support capabilities, such as confidential information handling and proactive problem-solving.
• Excellent Communication skills, both written and verbal, with the ability to interact professionally with clients, vendors, and team members.
• Proven Administrative Assistance skills, including document organization, file management, and office coordination.
• Proficiency with productivity tools (e.g., Google Workspace) and comfort with learning new software.
• Strong organizational and time-management abilities, with a focus on meeting deadlines in a fast-paced environment.
• Prior experience supporting executives in creative, events, or related industries is preferred.
• Associate’s or Bachelor’s degree in Business, Communications, or a related field, or equivalent practical experience.