Executive Assistant - Chicago, IL

Executive Assistant Job Title :

• Executive Assistant Reports To : Managing Director Employment Type : Full-Time Location : Chicago, IL (North Side – Ravenswood / Bowmanville Office) Our consultancy is looking for a highly motivated and talented Executive Assistant.
• We are looking for a peak performer who has a passion for business, a joy in solving problems and a work ethic that doesn't rest until the job is done.
• The Executive Assistant (EA) will provide high-level administrative support to the Managing Director and ensure the smooth operation of the office.
• This role includes managing schedules, coordinating travel, maintaining office facilities, and ensuring employees are equipped with the tools they need.
• The EA will also take ownership of system administration for various tools and software, plan events, and manage key vendor relationships.
• This is a hybrid position with required in-office work on Tuesdays, Wednesdays, and Thursdays and remote work on Mondays and Fridays.
• PRIMARY RESPONSIBILITIES Administrative Support Manage the Managing Director’s schedule, including meetings, appointments, and travel arrangements.
• Process contracts and agreements via DocuSign.
• Maintain office access and oversee facilities needs, including HVAC, plumbing, and other repairs.
• Office Management Ensure the office is stocked with supplies, refreshments, and other necessities.
• Oversee mail handling and package shipping / receiving.
• Act as the notary for the organization.
• Coordinate with vendors such as office cleaners, locksmiths, and other service providers.
• System Administration Serve as the primary administrator for tools such as Zoom, Slack, Microsoft 365, G Suite, Notion, DocuSign, AmTrav, UPS, and FedEx.
• Set up and deactivate system access for employees and contractors as needed.
• Manage asset tracking, including laptops and other office equipment.
• Event Planning Plan and coordinate company events, including offsite team outings and annual meetings.
• Organize onsite and client meetings.
• Employee Onboarding Set up accounts for new employees and contractors on systems such as Slack, Zoom, and Microsoft Office.
• Coordinate with the IT vendor to ensure laptops and equipment are prepared.
• Assist with onboarding forms and processes, including E-Verify.
• Vendor Coordination Manage relationships with vendors such as Amazon Business, office cleaners, and travel agents.
• Assist with vendor evaluations as needed.

REQUIRED SKILLS Education :

Experience :

Skills :

WORK SCHEDULE In-Office :

Remote :