Executive Assistant

Executive Assistant at Luci

Location: Lincolnwood, IL — Full-time, in office

Salary: Starting pay range of $70,000.00 annually.

• Seniority level:
  Mid‑Senior level
• Employment type:
  
  Full‑time
• Job function:
  Administrative
• Industries:
  Design Services

• Anticipate what the CEO and Executive Team need before meetings, decisions, or travel, covering data and context, people, and timing.
• Manage complex calendars, meetings, and travel logistics: balancing priorities, time zones, and energy.
• Serve as the first line of decision‑making, filtering requests and aligning priorities with Luci’s goals.
• Prepare daily and weekly briefings that include background information, key decisions, and next steps.
• Handle correspondence and communication with clarity, warmth, discretion, and strict confidentiality.
• Track follow‑up items and commitments to ensure progress and accountability.
• Protect the CEO and Executive Team’s time and energy by keeping focus on high‑impact priorities.

• Partner with the CEO, Managing Director, and Chief Creative Officer to align leadership priorities and studio initiatives.
• Support and bridge business development opportunities, ensuring the CEO is informed, prepared, and able to collaborate meaningfully with the Business Development team.
• Coordinate the CEO’s involvement in proposals, reviews, client meetings, outreach, and travel — aligning strategy, story, and creative intent.
• Track and communicate deliverables and follow‑ups from executive and leadership meetings.
• Manage timelines and accountability for company‑wide initiatives.
• Coordinate quarterly planning sessions, board meetings, and executive milestones.
• Develop efficient systems for meeting preparation, notes, and task tracking.
• Refine workflows, tools, and processes to scale the executive office.
• Identify patterns, anticipate next steps, and keep leadership ahead of deadlines and opportunities.
• Prepare materials, agendas, summaries, and meeting notes for internal and external leadership meetings.
• Manage scheduling and communication with Board members, advisors, and stakeholders, ensuring information is organized and accessible.
• Support executive reporting cycles and governance documentation.
• Coordinate the CEO’s participation in external boards and industry leadership roles, ensuring they are briefed, prepared, and represented with excellence.
• Manage logistics and materials, and follow up on board and committee engagements.

• Coordinate, draft, and support the crafting of presentations, speeches, and company‑wide communications in Luci’s or the CEO’s voice.
• Coordinate with Marketing to manage the CEO and CCO’s external visibility — including speaking engagements, interviews, panels, and events.
• Collaborate with Marketing to capture and repurpose thought leadership and social content.
• Communicate on behalf of the CEO and CCO with clients, collaborators, and industry leaders.
• Support logistics and communication for conferences, events, and studio gatherings.
• Keep the CEO and Executive Team connected to the studio through team moments, culture initiatives, and celebrations.
• Support internal communications and cross‑team alignment.
• Bring warmth, empathy, and optimism to even the fastest‑paced moments.
• Model Luci’s values of curiosity, empathy, and collaboration every day.
• Manage expense reports, budgets, and timesheets for the CEO and Executive Team.
• Track and organize contracts, travel logistics, and documentation for special initiatives.
• Maintain digital systems for presentations, notes, and key records.
• Research and implement tools that improve communication, project tracking, and operational efficiency.

• Conduct background research for meetings, clients, and partnerships.
• Stay current on industry trends, emerging topics, and opportunities in design, culture, and education.
• Help the CEO stay informed with relevant insights and context for strategic conversations.

Experience in Creative Services or the Design Industry is required.

At Luci, we design imprint experiences, immersive and lasting…