Executive Administrative Assistant; CEO

Description

Our most important asset is our people. Who we are, what we do, how we do it and why we are passionate are all centerpieces of why we succeed.

We are proud to be recognized:

• Among America’s Best Midsize Employers by Forbes in 2021, 2022 and 2024
• As a Chicago Tribune Top Workplace for four consecutive years )

We currently operate 4 days in-office and 1 day remote.

This position is not eligible for visa-based employment-based sponsorship.

As the Executive Administrative Assistant to the CEO, you will serve as a trusted partner, providing high-level executive support while helping drive organizational effectiveness and execution. This role combines traditional executive assistance responsibilities with business coordination, ensuring the CEO remains focused on the company's most critical priorities.

This individual works closely alongside the CEO, maintaining visibility into priorities, commitments, communications, and key business activities while ensuring information, decisions, and follow-up actions are effectively coordinated and executed. The ideal candidate is exceptionally organized, proactive, discreet, and comfortable operating with significant exposure to executive-level work and confidential information.

• Manage the CEO’s complex calendar, priorities, and scheduling to ensure effective allocation of time.
• Prioritize meeting requests and coordinate logistics for executive meetings and engagements.
• Coordinate domestic and international travel, including detailed itineraries, logistics, and contingency planning.
• Prepare and reconcile expense reports in a timely and accurate manner.
• Prepare briefing materials, presentations, and meeting materials to ensure the CEO is well prepared for meetings, Board interactions, travel, stakeholder engagements, and key business discussions.
• Handle highly confidential and sensitive information with the utmost professionalism and discretion.

• Serve as a trusted day-to-day partner to the CEO, helping coordinate priorities, commitments, communications, and execution of follow-up actions.
• Maintain a comprehensive understanding of the CEO’s calendar, meetings, priorities, and outstanding commitments, anticipating upcoming needs and ensuring preparedness for key engagements and decisions.
• Manage the CEO’s email inbox, including reviewing and organizing incoming communications, prioritizing messages, flagging items requiring attention, and helping ensure timely follow-up.
• Attend key meetings with the CEO as appropriate, capturing important discussions, decisions, commitments, and action items.
• Maintain a centralized system for tracking priorities, commitments, decisions, and action items arising from meetings and ongoing business activities.
• Track deliverables and commitments owed to the CEO, proactively escalating upcoming deadlines, overdue items, and matters requiring executive attention.
• Develop and maintain tools and reporting mechanisms that provide visibility into key priorities, deadlines, commitments, and progress against action items.
• Organize and maintain meeting notes, correspondence, documents, and key information, ensuring easy accessibility and effective follow-through on critical items.

• Assist in presentation preparation, reports, executive communications, and other executive-ready materials on behalf of the CEO.
• Gather and organize information from across the business to support the CEO’s preparation for meetings, discussions, and communications.
• Support the preparation and coordination of leadership communications and organizational updates.
• Review and organize materials provided to the CEO, ensuring…