CONFIDENTIAL EXECUTIVE ASSISTANT TO PRESIDENT

Do you possess impeccable universal support talents, thoughtful, high initiative, outstanding anticipatory insights, decisive and supportive problem-solving abilities, sharp research skills, the committed ability to follow established processes, and a clear desire to help a vibrant, entrepreneurial, creative business continue to grow?

Do you need time for yourself, too? This company president knows that the right Executive Assistant, with the skills this position requires, must also be a top manager of your own life, so this position is designed to give you time to do just that!

- With this opportunity, you get ONE FREE DAY each week.

- This four-day-a-week, in-person position allows you time to refuel and energize. Begin your day at the gym, drop your kids off at school, meet a friend for coffee, or simply push the snooze button one more time.

- Northern Suburbs of Chicago, Hours 10 AM-5 PM, Monday-Thursday*

*If the work schedule requires us to shift your FREE DAY, we will determine this together a week in advance so you can plan, too.

Key Responsibilities:

- Ability to anticipate needs, honor confidentiality, and adapt to changes in schedules and priorities with agility and ease.

- Ongoing interface with the President to maintain schedules and add to the Action List.

- Track and Monitor Daily, Weekly, and Monthly Priorities, initiate daily Warm Ups and Wrap Ups, and remind, update, and close off each meeting with next actions

- Manage and Master Google Calendars (business and personal; conflict-anticipation strategies)

- Initiate, schedule, confirm, and follow up on meetings, including archiving recordings, transcripts, and physical documents (Zoom and in-person)

- Coordinate logistics, shipping, and travel arrangements for meetings and events

- Manage digital and physical confidential files

- Conduct research for prospects, clients, speaking engagements, custom client orders, events, travel, logistics, and office supplies, including creation of POs, securing pricing with vendors

- Coordinate and oversee ordering, purchase orders, and logistics

- Create, track, and update project schedules with input from others; track, monitor, remind, and update schedule progress

- Communicate directly with clients and clients’ EAs/teams

- Draft documents in the President’s voice to reflect the company’s personality and style

- Establish and maintain positive relationships with clients, suppliers, and client counterparts

- Research and create client and prospect records and maintain up-to-date CRM

- Gather status updates on projects and assignments from team members

- Interface with the bookkeeper on invoices and payables

- Track and process advance-notice vacation and out-of-office days

- Interface with the bookkeeper on payroll hours for IC hourly team members and apply charge categories for expenses

- Ensure outbound packages are released via UPS, FedEx, or USPS, and the corporate mailbox is checked twice weekly

Required Traits:

- Detail-oriented and proactive, with proven ability to anticipate and think multiple steps ahead

- Excellent follow-through skills, impeccable verbal and written communication skills

- Ability to consistently follow and maintain established processes and adhere to routines while remaining adaptable to change

- Research skills and documentation strengths

- Proven physical and digital organizational skills

- Demonstrable client-service interface abilities

- Highly organized, with proven ability to prioritize independently

- Proven track record with confidentiality, discretion, and ensuring information remains secure

- Must ask questions, take initiative, suggest alternatives, and incorporate agreed-upon solutions

- A great juggler who loves to juggle

Required Proficiencies:

- Google platform, Microsoft Suite (Word/Excel and PPT), Adobe Acrobat

- Zoom, Otter.ai, and Calendly

- CRM upkeep, management, and outreach for clients and prospects

- Chat GPT 4.0, Perplexity, and other AI tools within confidential corporate guidelines

- Implementation of updates/backups, and appropriate web software

- Experienced Mac user

- Access to a car for packages and occasional errands/local deliveries (mileage reimbursed)

Experience

Minimum three to five years’ Executive Assistant experience working directly for a creative individual, entrepreneur, or senior-level executive in a fast-paced, varied environment. Entrepreneurial company experience is a major plus.

Benefits

- Competitive salary and benefits commensurate with experience

- Business Mobile Phone and Company-Provided Laptop

- 1 Free Day per week (or equivalent, as agreed upon in advance)

- Vacation days: accrued at the rate of 8 days per year; may be taken as earned after the first 90 days

- Reimbursement for mileage and out-of-pocket expenditures

Additional Comments

If you are at your best in a key, energetic, supportive role and possess the skills and strengths described here, we encourage you to apply. Along with the application, candidate must upload a 2-5-minute video where you share what you will contribute, your strengths, qualifications, professional goals, salary requirements, and experience level.

Job Type: Part-time

Pay: $40,000.00 - $52,000.00 per year

Expected hours: 32 per week

Benefits:

• Health insurance
• Paid time off
• Professional development assistance

Work Location: In person