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executive assistant

CHICAGO Maintenance & Construction

Position SummaryThe Executive Assistant provides high-level administrative and strategic support to senior executives, ensuring efficient management of schedules, communications, meetings, travel, and key business priorities. The role requires exceptional organizational skills, discretion, attention to detail, and the ability to manage multiple priorities in a fast-paced environment.Key ResponsibilitiesExecutive Support<ul><li>Manage executive calendars, appointments, and scheduling.</li><li>Coordinate internal and external meetings, including preparation of agendas and meeting materials.</li><li>Screen, prioritize, and respond to emails, calls, and correspondence on behalf of executives.</li><li>Track action items and follow up to ensure timely completion.</li></ul>Administrative Management<ul><li>Organize and maintain confidential records, files, and documents.</li><li>Prepare reports, presentations, meeting minutes, and business correspondence.</li><li>Handle expense reports, invoices, and budget-related administrative tasks.</li><li>Maintain office procedures and administrative systems.</li></ul>Travel &amp; Event Coordination<ul><li>Arrange domestic and international travel, including flights, accommodations, transportation, and itineraries.</li><li>Coordinate executive events, board meetings, conferences, and client engagements.</li><li>Manage logistics and ensure smooth execution of meetings and events.</li></ul>Stakeholder Communication<ul><li>Serve as a primary point of contact between executives and internal/external stakeholders.</li><li>Build and maintain positive relationships with clients, partners, and employees.</li><li>Facilitate communication across departments to support organizational objectives.</li></ul>Project &amp; Business Support<ul><li>Assist with special projects and strategic initiatives.</li><li>Conduct research, compile data, and prepare executive summaries.</li><li>Monitor project timelines and provide status updates.</li><li>Support board administration and governance activities when required.</li></ul>Qualifications<ul><li>Bachelor's degree in Business Administration, Management, or related field (preferred).</li><li>3&ndash;8+ years of experience as an Executive Assistant, Personal Assistant, or Administrative Assistant supporting senior leaders.</li><li>Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and collaboration tools such as Teams, Zoom, or Google Workspace.</li><li>Strong written and verbal communication skills.</li><li>Excellent organizational, multitasking, and time-management abilities.</li><li>High level of professionalism, integrity, and confidentiality.</li></ul>Key Competencies<ul><li>Executive calendar management</li><li>Communication and interpersonal skills</li><li>Problem-solving and decision-making</li><li>Attention to detail</li><li>Project coordination</li><li>Time management and prioritization</li><li>Confidentiality and discretion</li><li>Adaptability and flexibility</li></ul>Preferred Skills<ul><li>Experience supporting C-suite executives.</li><li>Event planning and travel management experience.</li><li>Ability to work independently with minimal supervision.</li></ul>Employment Type: Full-TimeWork Location: In person

Executive Assistant

Kingston Stanley

<div>
 
 We are currently working on a highly confidential search for an exceptional
 
 Executive Assistant
 
 to support a prominent
 
 Chairman
 
 and
 
 Executive Office
 
 within a fast-paced, high-performance environment.
 
 
 
 
 
 This is not a traditional Executive Assistant role. It requires someone who thrives under pressure, can think on their feet, and is comfortable operating at the highest levels of business.
 
 
 
 
 
 
 Key responsibilities include:
 
 
 <ul>
 <li>
 Managing an extremely complex and ever-changing executive calendar (10&ndash;15+ meetings daily)
 </li>
 <li>
 Coordinating across multiple time zones and international stakeholders
 </li>
 <li>
 Preparing agendas, minutes, executive reports, dashboards, and correspondence
 </li>
 <li>
 Managing extensive international travel arrangements, including private aviation
 </li>
 <li>
 Acting as a key liaison across senior executives, family office stakeholders, and external partners
 </li>
 <li>
 Supporting the wider Executive Office and Chief of Staff function on strategic priorities
 </li>
 </ul>
 
 
 
 
 
 The ideal candidate will have:
 
 
 <ul>
 <li>
 Significant experience supporting Chairmen, Founders, CEOs, or UHNW principals
 </li>
 <li>
 Strong longevity within previous Executive Assistant roles
 </li>
 <li>
 Exceptional organisational and communication skills
 </li>
 <li>
 A proactive, solutions-oriented mindset
 </li>
 <li>
 The confidence to make decisions and navigate ambiguity
 </li>
 <li>
 Experience operating within demanding, high-expectation environments
 </li>
 </ul>
 
 
 
 
 Please note this role requires a significant level of commitment and flexibility.
 
 
 
 
 
 It is a fully office-based position and involves supporting a dynamic executive agenda that extends beyond traditional working hours.
 
</div>

Confidential

Role PurposeThe Executive Assistant provides high-level executive, administrative, and coordination support to multiple senior executives, ensuring the efficient, professional, and confidential management of executive priorities.The role requires absolute discretion, sound judgment, organizational excellence, and the ability to operate seamlessly across executive priorities and cross-functional coordination. Job Responsibilities: 1. Executive Support &amp; Diary Management<ul><li>Act as the primary point of coordination for assigned members of the Executive Leadership Team.</li><li>Manage complex calendars, meetings, and scheduling across multiple time zones.</li><li>Prioritize and reconcile competing executive commitments.</li><li>Anticipate scheduling conflicts and propose solutions proactively.</li><li>Prepare agendas, briefing notes, presentations, and follow-up action trackers.</li><li>Track deadlines, deliverables, and executive commitments.</li></ul> 2. Communication &amp; Correspondence<ul><li>Draft, review, and manage high-level correspondence (emails, letters, memos).</li><li>Screen, prioritize, and handle incoming communications on behalf of executives.</li><li>Liaise professionally with Board members, shareholders, external partners, regulators, and senior stakeholders.</li><li>Represent the executive office with diplomacy, professionalism, and discretion.</li></ul> 3. Meetings, Committees &amp; Board Support<ul><li>Coordinate executive meetings, leadership forums, and Board/committee sessions.</li><li>Prepare meeting packs, presentations, and confidential documentation, if required.</li><li>Record and circulate minutes, action items, and decisions.</li><li>Track follow-ups and ensure closure on agreed actions.</li></ul> 4. Travel &amp; Logistics<ul><li>Manage local and international travel arrangements, visas, accommodation, and itineraries.</li><li>Prepare detailed travel schedules and briefing notes according to prescribed processes.</li><li>Coordinate last-minute changes efficiently and calmly.</li><li>Process travel expense claims and ensure policy compliance.</li></ul> 5. Personal Assistance to Executives<ul><li>Assisting with medical insurance administration (such as filing/tracking medical insurance claims, coordinating with insurance providers, etc.)</li><li>Supporting with personal administrative documentation (e.g. organizing and maintaining personal records related to employment benefits, coordinating renewals of work-related personal documents where applicable, etc.)</li><li>Coordinating personal appointments linked to work continuity (e.g. medical appointment scheduling, etc.)</li><li>Acting as a trusted point of coordination between the Executive and internal departments (HR, Finance, PRO) for sensitive or personal matters.</li></ul> 6. Corporate Events &amp; Internal Coordination<ul><li>Support planning and execution of internal meetings, town halls, and events.</li><li>Coordinate logistics, venues, materials, and communications.</li><li>Ensure events reflect company culture and professionalism.</li></ul> 7. Process Improvement &amp; Compliance<ul><li>Identify opportunities to improve administrative processes.</li><li>Maintain SOPs for executive administration.</li><li>Ensure adherence to company policies, governance standards, and confidentiality requirements.</li></ul> Qualifications &amp; Experience<ul><li>Bachelor's degree or equivalent professional experience.</li><li>5+ years' experience as an Executive Assistant supporting multiple C-suite and/or senior executives.</li><li>Experience in corporate, investment, or multi-entity environments is an advantage.</li></ul> Key Skills &amp; Competencies<ul><li>Exceptional organizational and time-management skills.</li><li>Strong written and verbal communication.</li><li>High emotional intelligence and stakeholder management.</li><li>Advanced proficiency in MS Office / Google Workspace.</li><li>Strong problem-solving and decision-making ability.</li><li>Trustworthiness, discretion, and professionalism</li></ul>

The Cigna Group

<div><div>ABOUT US:</div><div><div><div><div><div><div><div><div><div>
Cigna healthcare is a global health service company with roots in the US, serving more than 180 million customers and patients throughout the world. We deliver quality health care through choice, predictability, affordability and through integrated capabilities and connected, personalized solutions that advance whole person health.
Cigna&rsquo;s mission is to help our customers improve their health, well-being and sense of security by providing access to care. With our whole health approach, we&rsquo;re focused on addressing health concerns, improving resilience, reducing stress levels and emotional health issues. Our employer promise is to remain steadfast in our commitment to fostering growth and improving lives by offering meaningful work within a positive, inclusive culture that prioritizes our colleagues. We champion teamwork and collaboration and empower our people with cutting-edge technology to drive efficiency and amplify their impact in everything we do. Together we strive to create an environment where every individual thrives and contributes to meaningful change.
The Executive Assistant identifies and resolves problems in a timely manner, gathers and analyzes information skillfully, maintains confidentiality, and anticipates the needs of those they support.
Key Responsibilities:<ul><li>
Travel: Handles travel arrangements using Cigna's online travel booking tool.</li><li>
Expenses: Submits accurate and timely submission of expense reports.</li><li>
Calendar management: Manages calendar system and seeks opportunities to enhance efficiencies. Makes last minute calendaring decisions based on priority and business needs using sound judgment. Advises of last-minute scheduling changes and communicate via e-mail, telephone and/or text message when appropriate.</li><li>
Meeting planning: Schedules and organizes internal and external meetings, including any necessary logistics.</li><li>
Staff Support: Attends staff meetings to record minutes, track takeaways, follow up on action items, and manage invitations for guest attendees. Maintains department organization chart and email distribution lists.</li><li>
Onboarding: Plans and coordinates on-boarding and off-boarding of employees/contractors.</li><li>
Productivity support: Secures help desk support as needed to trouble shoot/resolve computer/phone/printer issues, orders equipment and supplies for department using the portal supply system, and manages department space planning in partnership with Corporate Real Estate.</li><li>
Special projects/programs: Manages team-wide projects/programs as needed, such as team-building events, or other events.</li><li>
Communications: Drafts/edits/finalizes correspondence (letters, memos, mailings, email); creates Excel spreadsheets to track/monitor information; prepares Power Point presentations and misc. reports.</li><li>
Other: Recognizes varying complexities within situations and manages or diffuses issues appropriately. Displays good judgment and decision making ability and projects this skill onto others.</li></ul>
Qualifications:<ul><li>
Candidate should have a minimum of 10 years of progressively responsible administrative experience.</li><li>
Collaborative team player that can build / maintain a team based environment and work closely with employees at all levels within the organization.</li><li>
Must have high level of interpersonal skills to handle sensitive and confidential situations as well as communicate with individuals at all levels of the organization.</li><li>
Previous experience working at Fortune 500 companies highly desired.</li><li>
Expert skills with critical Microsoft tools, including, Word, Excel, PowerPoint, Outlook and its calendar functions.</li><li>
Professional demeanour with excellent verbal and written communication skills.</li><li>
High energy with the ability to keep up with a fast-paced working environment.</li><li>
High degree of integrity and accountability to delivery strong, high-quality outcomes.</li><li>
Ability to work independently and maintain confidential information in highly professional manner.</li><li>
Ability to have a high-level of accuracy and detail-oriented.</li><li>
Demonstrated flexibility, ability to adjust priorities, and a solutions-oriented mindset required.</li><li>
Proactively anticipates needs of the team &ndash; always thinking ahead.</li><li>
Experience with supporting a virtual workforce.</li><li>
Possess technical proficiencies with audio and voice equipment as well as mobile and desktop devices.</li><li>
Travel may be required to other Cigna locations and off-sites as needed to support senior leadership.</li></ul>
What we are looking for
We are seeking individuals who thrive in collaborative environments, are passionate about driving meaningful change, and are excited to grow in a company that prioritizes its people.
Join us and be part of a company where your growth, ideas and contributions are valued. Let&rsquo;s create something extraordinary together. It&rsquo;s time to look to your future and apply to work for Cigna today!</div></div></div></div></div></div></div></div></div>
About Cigna Healthcare
Cigna Healthcare, a division of The Cigna Group, is an advocate for better health through every stage of life. We guide our customers through the health care system, empowering them with the information and insight they need to make the best choices for improving their health and vitality. Join us in driving growth and improving lives.
Qualified applicants will be considered without regard to race, color, age, disability, sex, childbirth (including pregnancy) or related medical conditions including but not limited to lactation, sexual orientation, gender identity or expression, veteran or military status, religion, national origin, ancestry, marital or familial status, genetic information, status with regard to public assistance, citizenship status or any other characteristic protected by applicable equal employment opportunity laws.
If you require reasonable accommodation in completing the online application process, please email: SeeYourselfEMEA@cigna.com for support. Do not email SeeYourselfEMEA@cigna.com for an update on your application or to provide your resume as you will not receive a response.</div>

Shiro Estate

<div>
 
 Shiro Estate is looking for a highly organized and proactive
 
 Executive Assistant to Chairman
 
 to support our leadership team and ensure smooth execution of key business priorities.
 
 
 
 
 
 
 Key Responsibilities
 
 
 
 &bull; Manage CEO and C-Level calendars, scheduling, and priorities
 
 
 &bull; Coordinate meetings, prepare materials, and track action points
 
 
 &bull; Handle executive correspondence, contracts, and documentation
 
 
 &bull; Act as a liaison between CEO and departments
 
 
 &bull; Monitor project progress and ensure timely execution
 
 
 &bull; Support licensing, visa processes, and compliance tracking
 
 
 &bull; Oversee transportation, drivers, and executive logistics
 
 
 &bull; Arrange travel, events, and day-to-day executive support
 
 
 
 
 
 
 
 Requirements
 
 
 
 
 
 
 
 
 Education
 
 
 
 &bull; Bachelor&rsquo;s degree or diploma in Business Administration or related field
 
 
 
 
 
 
 Experience
 
 
 
 &bull; 3&ndash;5 years in a similar role (Executive Assistant, Office Manager, or Reception Supervisor)
 
 
 &bull; Experience in real estate, hospitality, or property management in Dubai preferred
 
 
 &bull; Familiarity with UAE documentation and compliance processes
 
 
 
 
 
 
 Skills
 
 
 
 &bull; Strong communication and interpersonal abilities
 
 
 &bull; Excellent organizational and multitasking skills
 
 
 &bull; High level of discretion and confidentiality
 
 
 &bull; Detail-oriented with the ability to work under pressure
 
 
 &bull; Proficiency in MS Office and CRM systems
 
 
 &bull; Arabic is a plus
 
</div>

Executive Assistant to Chairman

Ali Al Mulla Group

Chairman&rsquo;s Assistant (UAE National)Location: UAE Employment Type: Full-TimeJob SummaryWe are seeking a professional and highly organized Chairman&rsquo;s Assistant to provide direct administrative and executive support to the Chairman. The ideal candidate should be proactive, confidential, detail-oriented, and capable of managing schedules, communications, and daily coordination efficiently.Key Responsibilities<ul><li>Manage the Chairman&rsquo;s daily calendar, appointments, and meeting schedules</li><li>Coordinate internal and external meetings, travel arrangements, and business events</li><li>Prepare reports, presentations, correspondence, and meeting minutes</li><li>Handle confidential documents and sensitive information with professionalism</li><li>Follow up on tasks, projects, and pending matters on behalf of the Chairman</li><li>Coordinate with departments, clients, and external stakeholders as required</li><li>Screen calls, emails, and visitors professionally</li><li>Organize office files, records, and administrative documentation</li><li>Assist in personal and business-related coordination when required</li><li>Ensure smooth day-to-day administrative operations for the Chairman&rsquo;s office</li></ul>Requirements<ul><li>UAE National (Emirati) preferred</li><li>Male candidate preferred</li><li>Bachelor&rsquo;s degree or relevant administrative experience</li><li>Strong communication skills in English and Arabic</li><li>Excellent organizational and time-management skills</li><li>Proficient in Microsoft Office applications</li><li>Ability to maintain confidentiality and professionalism at all times</li><li>Previous experience as Executive Assistant or Personal Assistant is an advantage</li></ul>-email:sarah@alialmullagroupdotae-Work Location: In person

Executive Assistant to the Chairman

Citi

<div>
 The Senior Executive Assistant provides support to another individual or group of individuals by handling correspondence, managing calendars and appointments, arranging conferences and conference calls, making travel arrangements and providing other administrative tasks.
 
 
 
 Responsibilities:
 
 
 
 <ul>
 <li>
 Directly supports a C16 level manager and generally supports an entire department
 </li>
 <li>
 Manages day to day calendar(s) of senior management
 </li>
 <li>
 Coordinates all aspects of executive level manager appointments, meetings, receptions and conference calls
 </li>
 <li>
 May prepare and review materials and correspondence for meetings
 </li>
 <li>
 Assist with creation/modification of presentations, spreadsheets, and other various documents
 </li>
 <li>
 Coordinates travel arrangements; prepare and distribute schedules/agendas for travel
 </li>
 <li>
 Prepares, reconciles, and tracks expense reports through Travel and Entertainment Expense system
 </li>
 <li>
 Orders supplies and process invoices through Procure to Pay system
 </li>
 <li>
 Process and follow-up on Virtual Requests
 </li>
 <li>
 Assists in ad-hoc reports special projects as needed
 </li>
 <li>
 Trains, coaches or guides other administrative staff when required
 </li>
 <li>
 Appropriately assess risk when business decisions are made, demonstrating particular consideration for the firm's reputation and safeguarding Citigroup, its clients and assets, by driving compliance with applicable laws, rules and regulations, adhering to Policy, applying sound ethical judgment regarding personal behavior, conduct and business practices, and escalating, managing and reporting control issues with transparency.
 
 
 </li>
 </ul>
 
 Qualifications:
 
 
 
 <ul>
 <li>
 Previous office administration experience preferably within a large and complex financial services or similar organization
 </li>
 <li>
 Highly proficient in Microsoft Office
 </li>
 <li>
 Consistently demonstrates clear and concise written and verbal communication skills
 </li>
 <li>
 Demonstrated ability to quickly gain command of new systems
 </li>
 <li>
 Self-motivated and detail oriented
 
 
 </li>
 </ul>
 
 Education:
 
 
 
 <ul>
 <li>
 Bachelor's/University degree or equivalent experience
 
 
 </li>
 </ul>
 ------------------------------------------------------
 
 
 
 Job Family Group:
 
 
 
 Business Strategy, Management &amp; Administration
 
 
 ------------------------------------------------------
 
 
 
 Job Family:
 
 
 
 Administrative Support
 
 
 ------------------------------------------------------
 
 
 
 Time Type:
 
 
 
 Full time
 
 
 ------------------------------------------------------
 
 
 
 Most Relevant Skills
 
 
 
 Please see the requirements listed above.
 
 
 ------------------------------------------------------
 
 
 
 Other Relevant Skills
 
 
 
 For complementary skills, please see above and/or contact the recruiter.
 
 
 ------------------------------------------------------
 
 
 
 Citi is an equal opportunity employer, and qualified candidates will receive consideration without regard to their race, color, religion, sex, sexual orientation, gender identity, national origin, disability, status as a protected veteran, or any other characteristic protected by law.
 
 
 
 
 If you are a person with a disability and need a reasonable accommodation to use our search tools and/or apply for a career opportunity review
 
 
 Accessibility at Citi.
 
 
 
 
 View Citi&rsquo;s EEO Policy Statement and the Know Your Rights poster.
 
</div>

Senior Executive Assistant - A05 - DUBAI

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Executive Assistant to Chairman

Executive Assistant to the Chairman

Senior Executive Assistant - A05 - DUBAI