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• Robert Half

  

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• ZipRecruiter

  

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• ASO - ADA S. MCKINLEY COMM SRVCS, INC.

  

  Executive Administrative Assistant to Chief Financial & Administrative Officer (CFAO)

  28 days ago

  Chicago

  Job Description Basic Function: Serves as the primary point of contact for internal and external stakeholders on all matters pertaining to the office of the CFAO. The administrative assistant performs clerical and confidential administrative tasks with minimal supervision, responds to the needs of CFAO, and operates with a high degree of independent judgment. Supports departments reporting to the CFAO. Oversees special projects and may assist with office management activities. Reporting Relationship: Reports To: Chief Financial & Administrative Officer (CFAO) Supervises (Position Title): None Principal Duties/Responsibilities: • Provide administrative support to the CFAO as it relates to all business operations, both internally and externally. Responsible for a variety of general administrative duties., • Manage an active calendar of appointments, complete expense reports, compose and prepare correspondence that is sometimes confidential, arrange complex and detailed itineraries and agendas, and compile documents for meetings., • Communicate directly, and on behalf of the CFAO, with Board members, senior management, and others, on matters related to CFAO’s programmatic initiatives, as directed., • Research, prioritize, and follow up on incoming issues and concerns addressed to the CFAO, including those of a sensitive or confidential nature. Determine appropriate course of action, referral, or response., • Provides administrative support to departments that report into the CFAO: IT, Finance, Property Management, and Quality Assurance. This includes, but is not limited to, setting up meetings, preparing expense reports, drafting emails, making follow-up calls, and supporting teams at different sites., • Provides a bridge for smooth communication between the CFAO’s office and internal departments, demonstrating competency to build and maintain credibility, trust, and support with senior management and staff., • Work closely and effectively with the CFAO to keep them well-informed of upcoming commitments and responsibilities, following up appropriately. Acts as a “barometer,” having a sense of the issues taking place in the environment and keeping the CFAO updated., • Complete and/or review business communications on behalf of the CFAO in all media formats, including but not limited to phone calls, emails, memos, meeting minutes, etc., • Prioritize conflicting needs, handle matters expeditiously, proactively, and follow through on projects to successful completion, often with deadline pressures., • Periodically required to participate in meetings and record minutes., • Review incoming correspondence and, if appropriate and necessary, independently handle the information or promptly forward to the CFAO for review and response., • Coordinate various meetings and appointments, including Board and Executive Committee meetings, internal staff meetings, and meetings with other external parties (vendors, city/state agencies, business partners, etc.)., • Responsible for executing, documenting, and reconciling credit card and other financial/billing transactions on behalf of CFAO, various departments, and the overall Finance program., • Review and approve payroll system time sheets to include days worked and time off for the CFAO’s direct reports for each scheduled pay period., • Assist with the development, editing, and maintenance of departmental policies., • Assist with office management responsibilities as requested., • Coordinate with CEO’s Executive Assistant and other Administrative Assistants within the agency, as needed., • Periodically serve as backup receptionist., • Maintain confidentiality of all information and adhere to the agency’s Code of Ethics., • Perform other related duties as directed., • Associates preferably in business or related fields. 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This description documents the general contents and requirements of the job. It is not to be construed as an exhausted statement of duties, responsibilities, or requirements. The principal duties and responsibilities shown are all essential job functions except for those indicated with an asterisk (*). The requirements listed above are representative if the knowledge, skill and/or ability required. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

• The Rockridge Group

  

  Executive Assistant - Investment Banking

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• Chicago Family Health Center Inc

  

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  23 days ago

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• AUNT MARTHAS HEALTH AND WELLNESS INC

  

  Executive Assistant

  18 days ago

  Chicago

  Job Description Executive Assistant to the CEO Department: Administration Location: Chicago, IL 60661 Work Type: Onsite (with travel to multiple locations) Salary Range: $65,000 – $75,000 annually About Aunt Martha’s Health & Wellness Aunt Martha’s Health & Wellness has become a critical resource for youth and families throughout Illinois, empowering patients and clients to face challenges head-on and find sustainable, tailored solutions that support a better quality of life. Summary The Executive Assistant provides high-level administrative support to the President/CEO and executive leadership. Reporting directly to the CEO, this role serves in a one-on-one working relationship and acts as a liaison to the Board of Directors and senior leadership teams. This position also coordinates executive outreach, external relations efforts, and oversees special projects. The ideal candidate will exercise strong judgment in a variety of situations and demonstrate excellent communication, administrative, and organizational skills while managing multiple priorities in a fast-paced environment. Essential Duties and Responsibilities • Provide high-level administrative support, including expense reports, check requests, vendor contracts, research, and report preparation, • Manage executive calendars and coordinate meetings with internal and external stakeholders, • Monitor and direct incoming communications (calls, emails, texts) appropriately and efficiently, • Maintain responsiveness outside of normal business hours as needed, • Draft, review, and manage confidential correspondence and documentation, • Research, compile, analyze, and summarize data for reports and executive communications, • Prepare presentations, reports, meeting materials, and audit documentation, • Manage multiple projects simultaneously and follow through on deliverables, • Coordinate travel arrangements, including transportation, accommodations, and itineraries, • Process invoices, vouchers, timesheets, and expense reports, • Coordinate on-site and off-site meetings, including agendas, materials, and minutes, • Lead and support special projects, ensuring timelines and priorities are met, • Maintain confidentiality of executive, patient, and organizational information, • Serve as liaison to the Board of Directors, including:, • Preparing and distributing board and committee materials, • Recording meeting minutes, • Ensuring compliance with board-related requirements, • Managing board documentation and signatures, • Complete all required Core Curriculum trainings Education and Experience • Bachelor’s degree required, • 2–3 years of administrative or front office experience in a fast-paced environment, • Executive-level support experience strongly preferred, • Master’s degree preferred, • Intermediate to advanced proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint), • Experience creating presentations, using mail merge, and working with Excel formulas and charts, • Ability to read, analyze, and interpret professional and technical documents, • Strong written communication skills including reports, correspondence, and documentation, • Ability to present information clearly and respond to questions from various audiences, • Strong problem-solving skills with the ability to analyze data and draw conclusions, • Valid driver’s license, • Performance Improvement (PDSA methodology), • Strong job knowledge and technical skill application, • High attention to quality and accuracy, • Regular use of hands, speaking, and hearing, • Frequent standing, walking, and sitting, • Occasional bending, kneeling, or crouching, • Ability to lift up to 20 pounds occasionally, • Health, Dental, and Vision Insurance, • Disability and Life Insurance, • Paid Vacation, Sick Time, and Holidays, • Retirement Plan, • Employee Assistance Program (EAP), • Employee discounts (cell phone, restaurants, and more

• The Rockridge Group

  

  Executive Assistant/Analyst

  17 days ago

  Chicago

  Job Description Job Title: Analyst And Executive AssistantLocation: Hybrid in Chicago, ILDuration: 6 monthsManager Notes: Role will likely be hybrid, so the individual will need to be vaccinated. We’re targeting a start date of March 28th or April 4th and we’ll need the person to commit to the full leave.Position Summary: Client X is seeking an Analyst / Executive Assistant who is detail oriented with strong organizational skills and a professional demeanor to join the Chicago office. The successful candidate will have experience supporting senior level executives and will be able to take direction in a fast paced, ever-changing environment. This position will support three senior executives and their teams requiring different levels of support day to day. It will be imperative for this position to balance and prioritize projects and tasks received from the executives.Essential Job Functions: • Handle confidential information in a professional and discreet manner, • Prepare, iterate and finalize PowerPoint presentations, Word documents, Excel spreadsheets and dashboards as directed, • Analyze and synthesize data and information to prepare, update and manage Word and Excel summaries, • Prepare structure charts and diagrams using Visio, • Provide tax research using BNA and Tax Notes websites, • Collaboration with LegalTech team on processes and law firm updates, • Manage quarterly Credit Agreement compliance confirmation process, • Detail oriented review and update of legal documents, Excel spreadsheets and Visio charts, • Prepare and update Tax analyses and summaries, • Coordinate scheduling of meetings/conference calls and arrange location/call details, • Manage complex, ever-changing calendars and task lists effectively to maximize time in accordance with the executive priorities, • Assist with technology as needed, • Complete project work in a timely and organized manner, • Complete and submit expense reports in a timely fashion, • Order, track, and confirm receipt of messenger services and other mailings as requested, • Manage travel arrangements, including transportation, reserving accommodations, preparing detailed itineraries, and coordinating materials (Limited with Covid) Preferred Qualifications:, • Proficiency in Microsoft Office applications, with focus on Excel, PowerPoint and Visio, • Proficiency in Adobe Acrobat or comparable PDF software, • Experience within financial services industry, • Superior organizational skills and ability to manage multiple assignments, • Consistent accuracy, thoroughness, and strict attention to detail, with the ability to problem solve, • Ability to effectively and maturely communicate and collaborate with diverse personalities in all levels of management, as well as outside vendors and clients, • Ability to demonstrate discretion in handling confidential data and dealing with high-level executives, • Assertive and proactive attitude toward assignments and in managing business relationships, • Learning agile, able to adapt quickly and appropriately in accordance with the constant evolution of the company and industry, • Experience with coordinating travel and meeting arrangements, • Experience managing calendars in different time zones, • Collaborative, energized by the open exchange of ideas, • Maintain accountability and accept responsibilityBasic Qualifications, • Bachelor’s degree with at least 5 years of related analyst or administrative experience supporting at least one executive

• Egon Zehnder

  

  Executive Assistant

  20 days ago

  Chicago

  Job Description About Us Egon Zehnder is the world’s preeminent executive search and leadership advisory firm, inspiring leaders to navigate complex questions with human answers. We help organizations get to the heart of their leadership challenges and offer honest feedback and insights to help leaders realize their true being and purpose. We believe that together we can transform people, organizations and the world through leadership. The Opportunity The Executive Assistant supports one or more consultants by providing ongoing assistance in all aspects of client engagements and playing an ownership role in the oversight of administrative tasks. The role requires an individual capable of planning, executing and finalizing projects according to strict deadlines. This includes acquiring resources and coordinating the efforts of team members and clients in order to deliver projects according to plan. The Executive Assistant must proactively manage changes in project scope, identify potential crises and devise contingency plans on a regular basis. The successful candidate will be highly flexible, a strong multitasker on many levels and relish the variety and unpredictability of juggling multiple projects and changing priorities. The Executive Assistant is expected to feel a sense of ownership and involvement in the process, so as to be able to stage-manage all the elements that come together in a successful mandate. The Executive Assistant must ensure discreet handling of all interactions with clients, candidates, etc. What You’ll Do Administrative • Arrange all scheduling, including but not limited to, candidate meetings and interviews, client meetings and interviews, business development meetings, assignment related meetings, internal meetings, video conferencing, etc., • Manage complex calendars and prioritize meetings/calls as needed., • Arrange and coordinate complex and detailed travel plans, itineraries, and agendas for both consultants and candidates. Compile documents for travel-related meetings., • Process expense reimbursements for consultants and candidates., • Compose, prepare, and edit confidential correspondence., • Perform additional administrative support activities, including but not limited to, fielding telephone calls, receiving and directing visitors, event planning, and other ad-hoc projects as requested., • Ensure that our global database is up-to-date and accurate; including but not limited to, all client/internal documents, client/candidate information, notes, emails, and appointments., • Hold additional office/reception responsibilities as needed to ensure the office is operating smoothly. Provides ad-hoc support to other Executive Assistants when requested to assist with work overflow as capacity allows, and as determined by Regional Administration Manager. Search Coordination • Serve as client and candidate liaison assisting consultant in maintenance of daily search activities. Acts as the single point of contact for all key logistics matters., • Communicate directly, and on behalf of the consultant, on client, candidate, and internal mandates. Provides a bridge for smooth communication between the consultant and external/internal team members., • Take a proactive approach to assist with various client needs during a consultant’s absence., • Work closely and effectively with consultant and research stakeholders to ensure deadlines are met and client and candidate needs are served., • Produce high quality client and candidate deliverables, ensuring completion within designated timeframes. Successfully complete critical aspects of deliverables with a hands-on approach., • Prioritize conflicting needs; handle matters expeditiously, proactively, and follow-through on time-sensitive projects to successful completion., • Assist accounting department with billing, client invoicing, and receivables., • Build positive relationships and interface regularly with high-level executive candidates (Fortune 500 client executives & candidates) involved in highly confidential projects. Business Development • In partnership with the Consultant, create and own the process to drive the Consultant’s business development strategy. What We’re Looking For • Bachelor’s degree preferred, • A minimum of 5 years’ experience serving in an administrative function, ideally within a professional services firm., • Organized multi-tasker: able to manage multiple projects with set deadlines as time management, pattern recognition, prioritization, diligent attention to detail and judgment are critical in this role., • Resourceful problem solver: ability to work in ambiguous environments and comfortable with the unknown, as well as work well under pressure, solve problems., • Self-starter: highly motivated, excellent work ethic and self-assured, not easily thrown, able to think on your feet., • Strong communicator: Exceptional interpersonal and communication skills (both oral and written). Ability to interact professionally with executive stakeholders and colleagues alike. What It’s Like to Work Here We operate as one unified team with expertise across industries, functions and geographies. Our organization can be described as high performing and collaborative combined with a caring and respectful culture. We have been a values led Firm from the outset. Values have an aspirational aspect to them – they guide our behavior and remind us when we fall short. Our Firm operates under five Firm Values – One Firm, Clients First, Generosity, Spirit of Ownership, and Embrace Difference – each emphasize a different aspect of who we are (and want to be), and only together they help us balance what is right at any given situation. Benefits • Hybrid work model: * in office on Tuesday, Wednesday and Thursday. Option to work remote on Monday and Friday. *, • 401k – company match and additional discretionary employer contribution, • Comprehensive Health Plan – medical, dental, vision, life insurance, long-term disability, • Employee Assistant program (EAP), • Paid parental leave, • Personal Time Off – paid vacation, sick time, volunteer days, • Paid holidays including week off between Christmas and New Year’s Our Offices Since its founding in a Zurich townhouse in 1964, Egon Zehnder has grown to 67 offices in 37 countries. We have 2300 global employees and 450 US employees. Our U.S. Offices include Atlanta, Boston, Chicago, Dallas, Denver, Houston, Los Angeles, Miami, Minneapolis, New York, Palo Alto, Philadelphia, San Francisco, Seattle, and Washington D.C. *At Egon Zehnder, employee safety, well-being, and engagement is a top priority and at the core of our culture. The policy is subject to change by Egon Zehnder at any time. The compensation range for this role is $85,000 - $90,000 annually.