As the Executive Assistant to two C-level Executives, you will be at the heart of the leadership team, providing vital support to two of their most influential executives and their departments. In this dynamic role, you'll provide seamless day-to-day operations for both leaders, managing their schedules and key initiatives. You'll also take ownership of creating high-impact presentations for the Executive Team and Board of Directors while helping to plan team events and provide additional support as needed. Your exceptional organizational skills, discretion, and keen attention to detail will be essential as you manage confidential information and contribute to the success of the leadership.
Responsibilities
- Manage busy calendars of the executives, scheduling meetings, conference calls, and appointments.
- Coordinate and prioritize appointments to optimize their time and ensure they are prepared for all engagements.
- Organize meetings, conferences, and workshops, ensuring all logistics are in place, such as room bookings, equipment setup, and catering if required.
- Coordination of schedules for larger, complex meeting invitations. Prepare meeting materials, agendas, and presentations as directed.
- Assist with travel itineraries and arrangements. Submit Expense reports as needed
- Develop and design comprehensive board presentations and executive-level reports in both Microsoft PowerPoint, Excel and Word formats.
- Collaborate closely with the executives to gather relevant data, insights, and key performance indicators to be included in the materials.
- Ensure that all board and executive materials are visually engaging, accurate, and effectively convey complex information in a concise and compelling manner.
- Review and edit drafts of board and executive materials for grammar, spelling, and overall coherence, maintaining a high standard of quality in all deliverables.
- Adhere to strict timelines to ensure timely completion and distribution of board and executive-level materials ahead of scheduled meetings and reporting periods.
- Assist in developing and preparing reports, presentations, and data analysis as requested.
- Maintain accurate records and files, both physical and electronic, for easy retrieval and reference.
- Collaborate with the executives on various projects, providing support and tracking progress.
- Preparations for two system events and conferences hosted in Chicago and the East Coast.
- Maintain current contact lists to support the attendees list for the two system events.
- Management of Service Providers.
- Liaise and cooperate with other executive assistants, HR team members, and internal audit staff to foster effective communication and teamwork.
Ideal Experience
- Bachelor's degree or equivalent experience in business administration or a related field.
- Proven experience as an executive assistant, supporting senior executives or C-suite members.
- Exceptional organizational and time management skills with a strong ability to multitask effectively and manage competing priorities.
- High level of discretion and ability to handle sensitive information with confidentiality.
- Proficiency in office productivity tools such as Microsoft Office Suite (Word, Excel, PowerPoint) and collaboration platforms.
- Strong attention to detail and commitment to producing accurate work.
- Proactive and resourceful problem solver with a positive and professional demeanor.
- Ability to work independently and as part of a team, displaying strong interpersonal skills.
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The Larko Group is a premier Staffing & Recruiting firm based in Chicago, with a nationwide reach, for Direct Hire, Temporary-to-Hire, and Temporary/Project jobs. We specialize in Executive Assistant, Administrative Assistant, Personal Assistant, Chief of Staff, Office Manager, Receptionist, General Office, General Labor (warehouse), Event Support, Project Management, and Customer Service.