Executive Assistant; Chief Operating Officer & Managing Director, Human Resources

About the role

Located at 1901 Chestnut Ave, Glenview, IL 60025, this Administration role is needed by 11/30/2026. Wespath seeks an Executive Assistant to provide hybrid administrative support (60%) to the Chief Operating Officer and (40%) to the Managing Director, Human Resources. The role involves managing calendars, travel, meeting preparation, correspondence, expense tracking, onboarding logistics, and serving as a liaison across the organization while handling confidential and documentation‑heavy workflows.

Responsibilities

• Manage all aspects of internal and external scheduling and maintenance of calendar and appointments.
• Resolve conflicts and respond effectively to urgent issues.
• Coordinate comprehensive domestic and international travel arrangements.
• Prepare and distribute meeting agendas in coordination with other managers, directors, and senior leaders; ensure all preparation for future events is on schedule.
• Track and follow‑up on action items and requests to ensure assignments are completed on time.
• Draft and manage correspondence, minutes, board materials, reports, presentations, and other documents, including those containing confidential or sensitive information.
• Coordinate onboarding logistics for senior leaders, such as arranging schedules and coordinating individual meetings.
• Oversee the allocation of expenses to the COO budget, process expense reports and invoice payments.
• Develop and maintain an efficient filing system.
• Create and update office procedures, workflows, and operational dashboards as needed.
• Act as the primary liaison for coordinating efforts with internal stakeholders and external partners.
• Greets and hosts guests cordially and professionally; receives and screens telephone calls for the COO and in backup situations for the General Secretary.
• Process expense reports, reconcile corporate credit card statements, and handle invoice approvals (HR operations).
• Draft, edit, and/or format company‑wide announcements, policy memos, or confidential correspondence.
• Provide high‑level administrative support including document assimilation, preparation, and quality assurance.
• Coordinate logistics, agendas, and note‑t