Executive Administration

Location: Chicago, IL (new 400 North Aberdeen office with hybrid arrangements possible)

About the role

The Executive Assistant (EA) provides high-level administrative support to senior executives, managing schedules, organizing meetings, handling communications, and ensuring efficient time allocation. This role requires strong organizational, communication, and problem-solving skills to thrive in a fast-paced environment. The ideal candidate has an interest in leadership effectiveness and business-related topics, experience managing complexity and ambiguity at scale, and a commitment to excellent customer service. Outstanding communication, negotiation, and teamwork skills are essential.

Responsibilities

• Calendar Management: Maintain, organize, and prioritize the executive’s calendar, scheduling internal and external meetings, appointments, and travel arrangements. Resolve scheduling conflicts to optimize the executive’s time.
• Communication Management: Interface with leadership, internal staff, clients, key stakeholders, high-profile individuals, and personal contacts. Manage incoming and outgoing communications, ensuring timely responses and follow-ups. Prepare and edit correspondence, reports, presentations, and other documents.
• Meeting and Event Coordination: Arrange domestic and international travel, including flights, hotels, and transfers. Plan and coordinate internal and external meeting logistics, such as conferences, meeting rooms, catering, and guest arrivals. Attend meetings, take notes, and track action items. Organize events, including hotel blocks, group transportation, property search, cost management, meeting invites, negotiations, and decision-making.
• Project Support: Assist with or lead specific projects and initiatives as directed by the executive, ensuring deadlines and objectives are met.
• Budget and Expense Management: Assist with the preparation and tracking of budgets, expenses, and invoices. Process reimbursements and ensure adherence to company financial policies.
• Team Coordination: Collaborate with other administrative assistants, staff, and departments to ensure smooth workflow and efficiency. Manage internal and external communications for the executive, facilitating seamless interaction between stakeholders.
• Other duties as required, based on capacity assessment.

Requirements

• Bachelor’s degree in business administration, communications, or a related field.
• At least 5 years of experience in an executive assistant or administrative role.

Skills

• Excellent written and verbal communication skills.
• Strong problem-solving and critical thinking abilities.
• High attention to detail and ability to work independently.
• Adaptability to a dynamic, fast-paced work environment.
• Professional demeanor and ability to interact with high-level executives and stakeholders.
• Strong organizational and analytical skills, comfortable managing competing priorities and leading projects.
• Ability to switch between tasks efficiently and adapt to changing priorities while delivering results.
• Working knowledge of Word, Excel, PowerPoint, Outlook, and MS Teams.
• Willingness and ability to learn new tools and systems, and manage frequent changes and upgrades.
• Integrity in handling confidential information sensitively.
• Comfortable providing feedback, directing, and engaging with senior leaders.
• Cultural sensitivity and awareness of diverse perspectives and ways of thinking.
• Curiosity about business and decision-making in global organizations.

Benefits

• Work with over 130,000 diverse and talented associates, all guided by the Five Principles.
• Join a purpose-driven company striving to build the world we want tomorrow, today.
• Best-in-class learning and development support from day one, including access to Mars University.
• Industry-competitive salary and benefits package, including company bonus.

Pay

The base pay range for this position at commencement of employment is USD 32.31 - USD 44.43 per hour (applicable to IL). Base pay may vary depending on job-related knowledge, skills, and experience. The total compensation package includes variable pay, medical and dental benefits, participation in a 401k plan, and paid time off. Details of participation in these benefit plans will be provided upon offer of employment.