Executive Assistant

This is a hybrid, long-term contract opportunity with strong potential for permanent hire in downtown Chicago.

Pay Rate: $32.00-$36.00 per hour DOE

Our client is seeking an Executive Assistant to join their team! This role will directly support senior leadership in addition to providing administrative coordination for special projects within the division.

Executive Assistant - Responsibilities:

• Proactively manage leadership calendars, including resolving schedule conflicts, schedule prioritization and meeting logistics
• Manage detailed arrangements for upcoming meetings, identifying clear meeting purpose/objectives, validating attendee lists/notifications, communicating required pre-work/deliverables and helping coordinate necessary follow-ups
• Manage day-to-day reception and meetings, ensuring activities run as planned each day and adapting schedules in response to last-minute issues or unforeseen situations
• Coordinate all briefings and meeting materials for internal and external activities, including requesting, collecting, reviewing, and printing documents on an as-needed basis to ensure executives are well prepared for all meetings and events
• Process expense reports, make travel arrangements, and broadly support the activities and administrative needs of executives
• Act as the liaison between the support team and other units and organizations regarding process flows, documentation, communications, and logistics
• Work with offices across the organization to manage lists and coordinate the complex and fluid schedules of meetings and events with trustees, donors, deans, officers, staff, civic and government leaders, diplomats, faculty, and others
• Prepare special reports and summaries, assists in managing daily operation of the office, and may assist in developing administrative goals and policies
• Identify and monitor completion of deliverables assigned to division
• Perform administrative functions with careful attention to detail, complete confidentiality, a positive attitude, and discerning judgment

May include other duties as assigned.

Executive Assistant - Requirements:

• Bachelor's degree or equivalent experience
• Minimum 2 years of administrative work experience supporting senior executives
• Excellent multi-tasking, planning, and organizational skills required
• Excellent interpersonal, verbal, and written communication skills to interact effectively with internal and external executives; proofreading skills and attention to detail in reviewing documents and presentations needed
• PC literacy required including Excel, Word, PowerPoint, and Outlook; strong PowerPoint skills essential.

City Staffing is committed to diversity, equity, and inclusion (DEI) in all aspects of our business. As a women-owned and operated business, WBE certified, we recognize the importance of creating an inclusive and welcoming work environment for all individuals regardless of age, race, creed, color, national origin, sex, ability, marital status, gender identity and/or expression, or sexual orientation.