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Waterton · 4 hours ago

Executive Assistant

Chicago, IL

Full-time

Hybrid

Senior Level, Lead/Staff

$73K/yr - $100K/yr

15+ years exp

Waterton is a company seeking an Executive Assistant to provide high-level administrative, strategic, and operational support to senior executives. The role involves managing complex schedules, communications, and projects while ensuring confidentiality and discretion in all dealings.

Financial ServicesProperty ManagementReal Estate

Responsibilities

Provide comprehensive administrative and operational support to assigned executives

Act as a gatekeeper and primary point of contact for assigned executives, fielding and prioritizing requests from both internal and external stakeholders

Manage and maintain the assigned executives’ complex calendars, anticipating needs, resolving scheduling conflicts and prioritizing inquiries

Handle incoming communications, including screening phone calls, drafting correspondence as requested, and preparing meeting materials

Organize and coordinate all domestic and international travel logistics, including transportation, accommodation, and detailed itineraries

Complete expense reports and manage other administrative tasks, such as creating presentations, reports, and other documents

Plan and execute special projects and company events on behalf of the assigned executives

Personal assistant responsibilities with the CEO and his family with travel, charity, political and non-for-profit work, tax preparation and personal investments

Responsible for Advisory Board meeting communication, scheduling and coordination, and preparation and distribution of final materials

Conduct research and compile data to prepare the assigned executives for meetings, reports and strategic planning

Assist in preparing timely agendas for Advisory Board and Leadership Committee meetings

Serve as a liaison between assigned executives, the Advisory Board, senior management and external parties to ensure seamless communication and execution of initiatives

Assist in developing and refining internal processes to improve efficiency and support executive workflows

Assist CEO in returning phone calls and emails and maintain accurate contact information

Handle all sensitive and confidential company information with the utmost discretion and integrity

Represent the company and assigned executives in a positive and professional light through consistent follow-through and sound judgment

Qualification

Microsoft Office SuiteCalendar managementTravel coordinationProject managementCommunication skillsDiscretionJudgmentOrganizational skillsTime-management skillsEmotional intelligenceAdaptabilityAttention to detail

Required

Bachelor's degree preferred, or equivalent experience

A minimum of 15 years in a business environment, with at least 5 years of experience supporting a C-level executive in a fast-paced, high-growth environment

Expert-level proficiency with Microsoft Office Suite (Outlook, Word, Excel and PowerPoint)

Demonstrated experience with calendar management, travel coordination, and expense reporting

Experience with project management and data organization

Exceptional communication: Mastery of written and verbal communication, with the ability to represent the assigned executives' voices and adapt style for different audiences

Organizational and time-management skills: The ability to effectively prioritize multiple concurrent projects and manage demanding schedules

Proactive mindset and emotional intelligence: Anticipates needs before they arise and handles complex interpersonal dynamics with poise, grace, and tact

Discretion and judgment: Possesses a high degree of integrity and is capable of handling sensitive and confidential information appropriately

Adaptability and problem-solving: Able to pivot quickly in a dynamic environment and find solutions to unexpected challenges

Attention to detail: Maintains meticulous accuracy and thoroughness in all work

Preferred

Experience working closely with a board of directors or equivalent is a plus

Benefits

Competitive compensation and incentive program participation

Full suite of benefits, including Medical, Dental, Life, Disability, and even pet insurance

401k + match

Generous paid time off, volunteer time off, and paid holidays

A commitment to life-long learning through learning plans that include internal and external trainings, as well as consideration for tuition reimbursement.

Employee discounts and wellness initiatives, like an onsite gym.

Hybrid work environment (based on business or position needs)