JOB OVERVIEW

Reporting to the Chief Executive Officer (CEO), the Executive Assistant (EA) role will ensure that all aspects of the office run smoothly on a daily basis. The EA will manage everything from detailed itinerary planning for executive trips across the region, to creating relevant materials for meetings and events, and helping the CEO manage his calendar.

This is a Hybrid Position averaging 2-3 days per week at the office in downtown Chicago.

We prefer candidates with Restaurant Experience, or Retail Experience.

This is an excellent opportunity for an EA that has some executive experience and wants to step up to the CEO and top leadership level.

KEY RESPONSIBILITIES

• Plan and orchestrate work to ensure the CEO’s priorities are met; meet daily to review calendar and activities; ensure materials for meetings are received on a timely basis and are relevant, complete, and accurate
• Develop high quality materials for meetings and other high-level summits (PowerPoint / Excel expertise)
• Collate necessary materials from different sources to ensure Executive Team (ET) is prepared for meetings well in advance; ensure all documents and materials submitted to or produced by the ET are high quality, error-free, and aligned to organization standards
• Coordinate complex scheduling and extensive calendar management as well as management of content and flow of information to the Executive offices
• Liaise with all levels of the organization to ensure CEO’s agendas / priorities are met
• Manage, coordinate and arrange travel and travel-related activities including: hotels, transportation, client meetings; consider travel risk/alerts and prepare alternative travel solutions (i.e., door-to-door logistics)
• Prepare and provide CEO with daily itineraries and related materials
• Plan and schedule meetings, conferences, events, teleconferences – oversee logistics to ensure smooth running
• Complete expense reports and reconciliations and confirm payments
• Handle incoming calls and respond independently when possible
• Maintain professionalism and strict confidentiality with all materials, and exercise discretion when interfacing with the business
• Assist the ET with the organization of off-sites and team activities.
• Possess the ability to write correspondence independently and professionally and manage all office communications to staff, related to announcements, events or others.

Qualifications/Requirements

Basic Qualifications:

• 5 years of significant work experience, including working with senior staff, managing multi-city travel, and working in a professional office environment
• Bachelor’s degree preferred

Additional Job Requirements:

• May be required to work overtime
• Advanced proficiency in all MS Office: Word, PowerPoint, Excel, Outlook required, Quickbooks experience preferred

Desired Characteristics:

• US Corporation experience highly desirable
• Must be self-directed, demonstrate a high level of initiative, able to work independently
• Demonstrable impressive work ethic and ability to anticipate needs
• Strong personal presentation - excellent communication skills including written, verbal, listening, and presentation
• Ability to work effectively in a team environment
• Very high level of organizational and time management skills required
• Quality focused and detail oriented
• Creative problem-solver; good judgment and analytical skills; political savvy
• Demonstrated ability to deliver consistent, reliable, accurate results
• High degree of integrity; discrete, maintains confidentiality