Executive Assistant-CEO

Transdev • Lombard, IL

143d • $80,000 - $95,000 • Onsite

About The Position

The Executive Administrator for the CEO plays a critical part in enabling the CEO and other C-suite executives to focus on strategic objectives by handling administrative tasks efficiently and professionally. Strong organizational skills, attention to detail, discretion, and excellent communication abilities are essential for success in this position. This role is based in Lombard, Illinois. We will consider applicants located in either the greater Chicagoland area or the Cincinnati metropolitan area. Please note that relocation assistance is not being offered at this time. Salary Range $80,000-$95,000 Annually

Requirements

• Strong organizational skills that reflect an ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail.
• Very strong interpersonal skills and the ability to build relationships with both internal and external stakeholders.
• Expert level written and verbal communication skills.
• Demonstrated proactive approaches to problem-solving with strong decision-making capability.
• Highly resourceful team player, with the ability to also be extremely effective independently.
• Proven ability to handle confidential information with discretion, be adaptable to various competing demands, and demonstrate the highest level of customer/client service and response.
• Demonstrated ability to achieve high-performance goals and meet deadlines in a fast-paced environment.
• Advanced experience with Outlook (i.e. mail merge, conditional formatting, template creation, cross-post between calendars, exporting spreadsheets.
• High School Diploma Required
• Drug testing and background check
• Must be able to work shifts or flexible work schedules as needed.
• 100% of work is accomplished indoors and in air-conditioned or well-ventilated facilities
• Work is accomplished in an office or in a cubicle space equipped with a telephone and computer.
• The employee is generally subjected to long periods spent sitting, typing, or looking at a computer screen.

Nice To Haves

• Six or more years of executive administrative assistant experience required supporting the Executive Level
• Bachelor's Degree Preferred

Responsibilities

• Serve as a liaison between executives and department heads, ensuring effective communication and collaboration.
• Organize and oversee meeting logistics, including creating presentations, preparing materials, and summarizing meeting outcomes.
• Managing the complex schedules of the CEO and other C-suite members.
• Scheduling meetings, appointments, and conference calls, and ensuring that all commitments are organized efficiently.
• Handling all aspects of travel arrangements for the executives, including booking flights, hotels, transportation, and preparing detailed itineraries.
• Managing travel expenses and reimbursements.
• Collaborate with senior leadership to define, prioritize, and execute strategic initiatives.
• Track and manage key projects to ensure alignment with organizational goals, timelines, and budget requirements.
• Provide regular updates to executives on project progress, risks, and key metrics.
• Managing the executives' email accounts, screening incoming emails, drafting responses, and ensuring that urgent matters are promptly addressed.
• Handling other forms of correspondence as necessary.
• Assisting with the preparation, editing, and formatting of various documents such as presentations, reports, memos, and proposals.
• Ensuring accuracy and adherence to company standards.
• Act as a representative of the executive team in internal and external communications.
• Draft communications, announcements, and reports on behalf of leadership.
• Build and maintain relationships with key stakeholders, promoting a culture of open communication and teamwork.
• Take the lead on ad-hoc initiatives as assigned by the executive team, often involving high-level research, analysis, and reporting.
• Provide administrative support on various special projects, including board meetings, company events, and high-priority deadlines.
• Overseeing general office operations and administrative tasks, such as ordering supplies, managing office equipment, coordinating office maintenance, and other duties to ensure a smooth-running office environment.

Benefits

• Vacation: minimum of two (2) weeks
• Sick days: 5 days
• Holidays: 12 days; 8 standard and 4 floating
• Other standard benefits: 401(k) retirement plan, medical, dental and vision, life insurance, short-term disability, voluntary long-term disability.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: High school or GED
• Number of Employees: 101-250 employees