Executive Assistant

Our client, a boutique insurance firm that caters to financial clients, is seeking a capable Executive Assistant to provide high-level administrative support. This position will provide both business and personal support to a team of C-Suite and 5 other top executives. The ideal candidate will be proactive, composed, organized, resourceful, a great team player and have strong attention to detail.

COMPANY: Insurance Firm  

POSITION: Executive Assistant 

LOCATION: Chicago, IL (Lincoln Park area) with ability to travel to NYC as needed   

HOURS: 8:30am – 5:30pm CST (3 days in office/2 days remote - pending the needs of the business)

COMPENSATION: $120K - $160K base

BACHELOR'S DEGREE REQUIRED: Preferred

Responsibilities of the Executive Assistant:

-Manage and organize complex daily calendars of meetings and events including resolving any scheduling issues

-Arrange travel, accommodations, materials and conference registrations for executives.  

-Coordinate catering for meetings/events

-Manage sensitive matters with a high level of confidentiality and discretion

-Conserve Executive’s time by reading, researching, collecting, and analyzing information as needed, in advance  

-Prepare executive for the next day including meeting documents, travel needs and other items  

-Assist with personal related tasks such as, but not limited to: Dinner reservations, family gifts, events and parties, personal travel, family doctor appointments/insurance needs, tickets for special events, other ad hoc requests  

-Manage expense reports including proactively create them monthly and ensure they are submitted in a timely manner 

-Prepare Word, Excel, PowerPoint presentations, agendas, report, special and other documents in support of the business  

-Manage the Executive’s contacts  

-Be responsive to emails/texts/phone calls, with contact outside of normal business hours

-Assist and collaborate with EA team for planning special companywide events such as holiday party, summer party, etc

-Serve as a backup EA when needed in the office to include kitchen restocking, ordering supplies, greeting clients, and managing food orders for meetings

-Perform additional duties and ad hoc projects 

Requirements of the Executive Assistant:

-5-10 years of related experience required in working in an executive assistant role supporting executives

-Advanced proficiency in Microsoft Office Suite (Outlook, Word, Excel, and PowerPoint)

-A well-developed business sense and ability to prioritize and make sound judgement calls when needed 

-Ability to communicate effectively and professionally

-Sense of ownership and ability to operate within a close team and independently  

-Comfortable in fast-paced and evolving environment 

-Flexible hours as dictated by the needs of the business  

-Commitment to excellence- perform duties at the highest level possible on a consistent basis

-Service focus- dedicated to meeting the expectations of the executives by maintaining relationships with interested parties

-Detailed-oriented self-starter with ability to prioritize and think outside of the box.   

-Ability to work independently with little to no supervision

-Demonstrate adaptability through a willingness to change and shift with varying business needs

-Verification of identity, education, prior employment, and references may be required.