Processing Executive Jobs in Chicago, IL (NOW HIRING)

We are seeking an experienced, highly professional Executive Assistant to provide comprehensive support to a Senior Executive. This role is designed for a seasoned administrative professional who thrives in a fast-paced executive environment and has a demonstrated track record of supporting senior leaders with complex schedules, competing priorities, and high levels of confidentiality.

The successful candidate will serve as a trusted business partner to the SVP, proactively anticipating needs, managing critical administrative functions, and ensuring the executive's time, communications, and priorities are effectively aligned with business objectives. This is not an entry-level or developmental administrative position; it requires sound judgment, executive presence, exceptional organizational skills, and experience supporting senior executives in a complex corporate environment.

Essential Functions

• Serve as the primary administrative partner to the Senior Vice President, managing day-to-day activities and ensuring efficient execution of priorities.

• Manage and coordinate complex calendars, balancing competing priorities while exercising independent judgment regarding meeting requests, scheduling conflicts, and business needs.

• Coordinate all domestic and international travel arrangements, including detailed itineraries, accommodations, transportation, and contingency planning.

• Ensure the SVP is thoroughly prepared for meetings, presentations, board interactions, and business engagements by proactively gathering, organizing, and distributing materials.

• Manage shifting priorities and deadlines while maintaining a high level of accuracy, responsiveness, and professionalism.

• Prepare correspondence, reports, presentations, spreadsheets, and executive-level communications.

• Process executive expense reports and manage budget-related tracking and reporting in accordance with company policies.

• Partner across departments and with executive leadership teams to gather information, coordinate initiatives, and support strategic projects.

• Handle sensitive, confidential, and proprietary information with the highest degree of discretion and professionalism.

• Screen and manage communications, including telephone calls, emails, and other inquiries, ensuring timely and appropriate responses.

• Anticipate administrative needs and proactively identify opportunities to improve processes, enhance efficiency, and streamline workflows.

• Create, maintain, and continuously improve administrative systems, procedures, and filing structures.

• Develop reports, dashboards, spreadsheets, and presentations through the collection, compilation, and analysis of information.

• Provide occasional support and collaboration across the broader executive administrative team to ensure seamless business operations.

• Establish and maintain strong working relationships with internal and external stakeholders while representing the executive office with professionalism and credibility.

Required Qualifications

• High School Diploma or equivalent required.

• Minimum of 7 years of progressively responsible Executive Assistant or senior-level administrative support experience, including direct support of Vice President, Senior Vice President, C-suite, or equivalent executive leadership.

• Demonstrated experience managing complex executive calendars, extensive travel arrangements, and competing priorities in a fast-paced corporate environment.

• Exceptional organizational skills with the ability to independently prioritize work, manage multiple deadlines, and adapt to changing business demands.

• Proven ability to exercise sound judgment, discretion, and confidentiality when handling sensitive business information.

• Outstanding verbal and written communication skills with the ability to interact effectively with senior leadership, external partners, and key stakeholders.

• Strong executive presence and professionalism with the ability to represent the office of the SVP effectively.

• Experience coordinating projects, meetings, presentations, and executive-level initiatives from concept through completion.

• Advanced proficiency in Microsoft Office Suite, including Outlook, Word, Excel, PowerPoint, and Teams.

• Demonstrated ability to anticipate executive needs, proactively solve problems, and operate with minimal supervision.

• Strong attention to detail and commitment to delivering high-quality work product.

Preferred Qualifications

• Associate's or Bachelor's degree from an accredited institution.

• 10+ years of Executive Assistant experience supporting senior executives in a large corporate environment.

• Experience supporting a Senior Vice President, Executive Vice President, C-suite executive, or equivalent leadership role.

• Certified Administrative Professional (CAP) certification.

• Experience managing executive budgets, departmental operations, and strategic project coordination.

• Advanced skills in developing executive presentations, reporting, and business communications.

Ideal Candidate Profile

The ideal candidate is a career Executive Assistant who views executive support as a profession and has demonstrated success partnering with senior leaders. They are proactive, highly organized, resourceful, and able to navigate complex situations with professionalism, poise, and discretion. They excel at anticipating needs, influencing outcomes, and ensuring executives can focus on strategic priorities while maintaining confidence that operational details are expertly managed.