Office Manager / Executive Assistant

About the role

The Chicago Office Manager / Executive Administrative Assistant will work in close partnership with our CTO. This position requires strong organizational skills, an extremely proactive nature, resourcefulness, and creative problem-solving skills with a willingness to go the extra mile to solve any issue.

Responsibilities

• Serve as the primary point of contact for all matters pertaining to the CTO's team managing a wide range of administrative and support tasks.
• Provide Office Management of the Chicago office, including space planning, visitor coordination, supply management, and maintenance requests, ensuring the office meets the needs of local staff and visiting executives.
• Partner with HR, IT, and Facilities teams to support employee onboarding, workspace setup, and office-related initiatives at the Chicago location.
• Expertly manage complex calendars with great attention and detail, plans, coordinates, and ensures the schedules are followed and respected. Provides “gatekeeper” and “gateway” role, creating win-win situations for direct access to senior leader’s time and office. Prioritizes conflicting needs; handles matters expeditiously, proactively, and follows-through on projects to successful completion, often with deadline pressures.
• Exhibits strong interpersonal and organizational skills, great attention to detail as well as excellent listening, verbal and written communication skills.
• Build rapport to effectively bridge communication between assigned senior leader(s) and others within the organization and externally, operating with tact, able to maintain confidence as necessary.
• Complete critical aspects of deliverables with a hands-on approach providing content creation for presentations and correspondence utilizing Microsoft Office, delivering high quality outputs. May proofread and edit prepared content.
• Organize, manage, and submit expense reports in a timely manner utilizing Concur.
• Responsible for meeting logistics and coordination for virtual and on-site meetings including technology, presentation, preparation and distribution of meeting materials, preparation of meeting spaces, and coordination of catering services.
• Oversee day-to-day operations of the Chicago office, serving as the primary on-site point of contact for facilities, vendors, and building management to ensure a well-functioning and professional work environment.
• Ensures total awareness of company’s initiatives and objectives, and effectively serves as backup coverage for other executive leadership team administrative assistants.

Qualifications

• Associates Degree preferred and/or equivalent years of administrative experience.
• Experience of 3+ years as an administrative assistant for a Senior Vice President or C-Suite executive.
• Experience as Office Manager.
• Strong communication (both written and verbal), leadership and time management skills.
• Strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail.
• Proficient with the use of computers and software programs (Windows, Microsoft Word, Excel PowerPoint, ChatGPT, Claude etc.).
• Critical thinking, interpersonal and problem-solving skills.

Skills

• Ability to juggle multiple projects, priorities and re-prioritize as necessary in order to align with current business objectives.
• High level of customer service aptitude.
• High level of motivation, self-starter, ability to quickly identify what needs to be accomplished.
• Excellent communication skills and problem solving abilities.
• Willingness to roll up your sleeves.
• Ability to interact with employees at all levels.
• Well organized and detail-oriented with good follow-up skills.
• Proficient in Word, Excel, Outlook, Gmail.
• Experience managing a physical office location preferred.

Benefits

The position is based full-time onsite in the Chicago office located at 401 N. Michigan Ave. Suite 1600, 16th Floor, Chicago, IL 60611.

Pay

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Schedule

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Compensation

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