Executive Assistant III

Overview

Please note:

This is a hybrid role, requiring 2 days per week at our headquarters in Schaumburg, IL and flexibility to be onsite additionally for events, etc. as needed.

The Executive Assistant III provides high-level administrative and operational support to select executives. The role manages calendars, travel, meetings, and sensitive communications so leaders can focus on business priorities. This position also improves how the executive office runs - building simple systems, tracking action items and deadlines, and coordinating across teams. The Executive Assistant exercises sound judgment, maintains confidentiality, and communicates clearly with internal and external stakeholders, including the Board of Directors.

Executive support and calendar management

• Own and optimize complex calendars across time zones; schedule 1:1s, team meetings, and external calls with clear purpose and the right attendees.
• Proactively identify conflicts and constraints; propose options, secure decisions, and communicate changes quickly.
• Prepare leaders for meetings with agendas, pre-reads, and brief summaries; draft and edit emails, memos, and presentations as needed.
• Handle sensitive information with discretion; act as a trusted point of contact for the executive office, including Board-related coordination as assigned.

Meetings, events, and executive operating rhythm

• Coordinate executive, leadership, and Board-related meetings: scheduling, agendas, pre-reads, attendee logistics, and follow-ups.
• Capture decisions and action items, assign owners, and track completion; maintain a simple action log and reminders.
• Manage virtual and in-person logistics (room/venue, catering, accessibility needs, and technology setup).

Planning, tracking, and process improvement

• Support planning and execution of department initiatives by maintaining timelines, status notes, risks, and dependencies.
• Create and maintain simple tracking tools (spreadsheets, lists, shared folders) so information is current and easy to find.
• Compile background information and data for decision-making; draft first versions of updates and presentations for executive review.

Stakeholder communications and inbox management*

• Triage email and requests, draft responses, and route items to the right owner; ensure timely follow-through.
  • * Note:
    
    This responsibility may change depending on Executive preference regarding inbox access.
• Coordinate communications with internal teams, external partners, and vendors; maintain contact lists and distribution groups as needed.
• Represent the executive office with professionalism;
  ** escalate
  * * risks or sensitive issues quickly and appropriately.

Travel, expenses, and budget support

• Book and adjust complex domestic and international travel (air, hotel, ground transportation) and build clear itineraries.
• Submit and reconcile expenses; ensure documentation and policy compliance.
• Provide basic budget support (tracking, coding, and reporting) as requested by the executive and finance partners.

Required Field of Study:

• Associates in Business Administration or a related field, or no degree but equivalent work experience

Minimum Years of Experience

Required:

• 5+ years of executive administrative experience, with direct support to senior leaders (e.g. C-level executives)

Description of Minimum Relevant Experience

Required:

• Demonstrated experience managing complex calendars, travel logistics, and high-volume communications in a fast-paced environment.
• Proven ability to handle confidential information with discretion and exercise sound judgment.
• Experience coordinating cross-functional activities, including meetings, events, and leadership priorities.
• Strong proficiency with office and collaboration tools (preferably Microsoft Office).
• Track record of prioritizing competing demands and operating with a high degree of autonomy.
• Ability to operate with a high degree of autonomy while maintaining alignment with executive priorities.
• Relationship management skills, with the ability to effectively interact with internal stakeholders, senior leadership, and external partners.
• Experience supporting cross-functional coordination, including meetings, events, and key initiatives.

Preferred Field of Study:

• Bachelors Degree in Business Administration, Communications, or a related field of study

Preferred Years of

Experience:

• 7+ years of executive administrative experience, with direct support to senior leaders (e.g., VP or C-level executives).

Description of Preferred Relevant

Experience:

• Comfortable using approved generative AI tools for first drafts and summaries with appropriate review and confidentiality practices.
• Experience working in international organizations.
• Experience liaising with Board of Directors.
• Trade association or non-profit experience.

Certification and Licensing (Preferred):

• Certified Administrative Professional (CAP) or Professional Administrative Certification of Excellence (PACE).

Competencies/

Skills Required:

• Judgment & Discretion: Exercises sound…