Executive Assistant II
About The Position
The Executive Assistant II provides administrative and clerical support to the Commercial Leader and leadership teams, contributing to division-wide and cross-functional performance. The role requires prioritizing and organizing work while adapting to changing business needs, learning tools and technologies quickly, and using digital platforms and professional media to improve efficiency, conduct research, and create presentations and communications. The position calls for integrity, confidentiality, strong interpersonal and organizational skills, initiative, attention to detail, and the ability to thrive in a fast-paced, team-oriented, deadline-driven environment. Under general supervision, the Executive Assistant coordinates complex calendars, meetings, travel and logistics, expense reports, system entries, and tracking. The role acts as a liaison between executives and internal departments and external associates, supports employees and administrative projects, and helps with onboarding and exit formalities. It also coordinates meetings and events, manages communications and phone calls, organizes documents and mail, takes and distributes meeting notes and materials, compiles information for reports and presentations, and supports day-to-day office operations. The position may assist with special projects, continuity and recovery responsibilities for the Larkin office, and occasional travel, overtime, or weekend work with short notice. The role is based at 1 N Wacker Drive, Chicago, Illinois. KeyCorp prioritizes in-office presence while providing flexible options when work can be performed effectively in a mobile environment.
Requirements
- High school diploma or equivalent experience.
- A minimum of 7 years of relevant experience supporting executive management.
- Proven ability to manage multiple calendars and projects simultaneously.
- Ability to engage with executive-level management.
- Strong working knowledge of Word, Excel, PowerPoint, Outlook, and Microsoft Teams.
- Excellent written and verbal communication skills.
- Sound judgment, discretion, and confidentiality in all job-related matters.
- Initiative and ability to work independently on routine, complex, and miscellaneous matters.
- Confidence and resourcefulness in problem solving, with prompt escalation when necessary.
- High-level problem-solving skills and ability to prioritize and anticipate needs in a fast-paced, high-pressure environment.
- Strong organizational and time-management skills.
Nice To Haves
- Knowledge of Workday and Salesforce.
Responsibilities
- Provide administrative support to the executive leader and team, including planning and coordinating complex calendars, meetings, travel, logistics, expense reports, system entries, and tracking.
- Serve as a liaison between executives, internal departments, and external business associates to ensure matters are handled efficiently, professionally, and promptly.
- Act as the primary internal employee contact for the executive; initiate departmental work and check the status of work in progress.
- Manage and track administrative projects and help with new-hire onboarding and employee exit formalities.
- Coordinate meetings, communication tools, video conferences, scheduling, and venue or room setup.
- Plan and execute multiple meetings and offsite events while adapting to changing priorities.
- Manage phone calls and prioritize requests according to urgency.
- Sort and prioritize mail, flagging relevant articles and advertisements.
- Collect and organize documents from the executive’s direct reports.
- Lead planning and organization of team events, socials, offsite meetings, recognition events, and award ceremonies.
- Take accurate meeting notes and distribute materials before and after meetings.
- Manage mass communications on behalf of the executive.
- Collect, compile, and analyze moderately complex data and information for internal and external reports, newsletters, and presentation materials.
- Promote a positive environment that supports teamwork, high performance, and positivity.
- Manage day-to-day office operations and compose written communications as needed.
- Communicate and escalate problems or issues promptly.
- Assist with special projects involving events, new processes, projects, and presentations, using judgment and reasoning skills.
- Work from the base office, travel occasionally as needed, and work overtime or weekends with short notice.
- Coordinate continuity and recovery responsibilities for the Larkin office.
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What This Job Offers
Job Type
Full-time
Career Level
Senior
Education Level
High school or GED
