Design & Construction and Legal, Executive Assistant

Job Summary

This dynamic role will be based in Chicago with the expectation to work in the office Tuesdays, Wednesdays, and Thursdays. Mondays and Fridays generally have the opportunity to work remotely unless meetings or job responsibilities dictate in-person presence.

The ideal candidate is passionate and eager to participate in the bigger picture of the hospitality business beyond the core administrative support needs. In this role, you will be able to be part of and learn about the full business cycle - from first impression to proposal development, contract signing, and ongoing relationship management. A successful individual in this role is a strong communicator, proactive, collaborative, organized, detail-oriented, creative, and hungry to learn about the industry.

Areas of Responsibility - Design and Construction

• Managing day-to-day scheduling of executive calendars
• Coordinating with internal and external stakeholders at a high-level on behalf of the executives
• Ensuring that all logistical details are carried out seamlessly for internal meetings, off-site meetings, board meetings, and client meetings and presentations
• Producing entertainment activations and set up for meetings and presentations
• Booking business travel and actively monitoring for travel disruptions and any travel changes needed (this includes being available evenings and/or weekends)
• Demonstrating utmost professionalism in communication via phone, email, and in-person interactions
• Committing to responsive and timely collaboration with the executive team, clients, and multi-disciplinary leaders across the organization to foster strong relationships
• Providing clerical support including processing invoices and expense reports
• Facilitating and proposing ideas for effective follow up notes, gifts, cards, and awards when needed
• Conducting research on partners and developing briefs for the executive team
• Assisting in the development of world-class proposals and presentations with the ability to participate in creative brainstorming opportunities and contribute improvements to the process
• Promoting a cooperative work climate, maximizing productivity and morale while navigating a high-pressure and deadline-driven environment

Areas of Responsibility - Legal Support

• Meeting coordination (room blocking, calendar invites, meeting setup, catering)
• Consur Support - expenses and travel
• PDF assistance (saving and making readable PDF files)
• General administrative assistance (filing, scanning, etc.)

Job Requirements

• Excellent and professional written and verbal communication skills
• Experience working at an Executive Assistant level with senior management and senior level clients preferred
• Knowledge of MS office applications, including Word, Excel, and Outlook
• Ability to manage complex and highly confidential information
• Ability to work autonomously and across multiple tasks and reporting into different project teams
• Ability to build a PowerPoint presentation, with design and creativity skills
• Must be adept at problem-solving
• Must be able to prioritize and plan work activities as to use time efficiently
• Must be organized, accurate, thorough, and able to monitor work for quality
• High degree of personal organization and self-management