Executive Administrative Assistant

Mom's Meals • Chicago, IL

18d • Hybrid

About The Position

We are seeking a highly organized and proactive Executive Administrative Assistant to provide high-level administrative support to senior executives. This role requires exceptional organizational skills, attention to detail, and the ability to handle sensitive information with the utmost discretion. The ideal candidate is resourceful, efficient, and capable of juggling multiple priorities in a fast-paced environment.
This position will travel to our Ankeny, IA headquarters 25% of the time with occasional periods of up to 50%. There is one opening but posting in multiple cities for greater reach.

Requirements

• High school diploma or GED
• 5+ years’ executive administrative assistant experience
• Proven experience as an executive assistant, administrative assistant, or similar role
• Excellent organizational and time management skills
• Outstanding written and verbal communication abilities
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other productivity tools
• Ability to multitask and prioritize tasks with minimal supervision
• Discretion and confidentiality are essential

Responsibilities

• Manage executives’ calendars, schedule meetings, appointments, and travel arrangements
• Prepare and edit correspondence, communications, presentations, and other documents
• Coordinate and manage executive communications, including taking calls, responding to emails, and interfacing with clients
• Organize and maintain files, records, and documentation (physical and digital)
• Facilitate smooth communication between the executive and internal departments or external partners
• Track and follow up on projects, action items, and deadlines
• Arrange logistics for meetings, events, and conferences
• Handle confidential documents ensuring they remain secure
• Prepare reports and briefings for meetings
• Assist with personal tasks and errands, when necessary

Benefits

• PTO, holiday pay and holiday of choice
• 401(k) match
• Life insurance
• Short-term disability
• Health, dental and vision insurance
• Maternity/paternity leave
• Health savings account (HSA)
• Flex spending accounts (FSA) – health and dependent

What This Job Offers

• Job Type: Full-time
• Career Level: Executive
• Education Level: High school or GED