Executive Assistant II

Covista•Chicago, IL

11h•$21 - $37•Hybrid

About The Position

The Executive Assistant II provides strategic administrative and operational support to two Vice Presidents leading critical functions in Investor Relations and Alumni Engagement. The position provides a wide range of administration, general support and analysis duties of a highly responsible and confidential nature. The position will have regular exposure to confidential material and requires a great deal of professionalism, discretion and integrity in dealing with internal and external contacts.

Requirements

Bachelor's Degree required but may substitute a combination of education and experience Required.
8 executive assistant experience Required.
Microsoft Word, Excel, PowerPoint, Outlook and other Microsoft applications; Meeting note taking.
Excellent organizational, oral and written communication skills.
Ability to multi-task, work independently and as a team member.
Ability to maintain composure when working under pressure.
Attention to detail.
Ability to use good judgment and discretion daily as well as when presented with confidential information.

Responsibilities

Anticipate the needs and use discretion when setting priorities to keep the vice presidents updated and aware of meetings, agendas, travel, upcoming events, incoming emails and letters, situations relating to the administrative office, campuses, employees and visitors.
Manages the leader’s calendar and contact database to schedule meetings, make travel arrangements (airline, car service, rental car, hotel, etc.), order office supplies/equipment, prepare expense statements, reserve and prepare facilities and catering.
Act as a liaison between the leader and employees, clients and all external contacts, by utilizing good judgment in determining when to act independently and when to refer matters for further attention.
Handle a wide variety of complex situations and time conflicts involving the business/administrative functions of the office and is responsible for confidential and time sensitive material on a regular basis.
Maintains accurate records and files; develops and maintains filing systems to include electronic and hard copy, computer diskette and network systems; ensures filings are in proper format and filed in a timely manner; supplies information upon request.
Coordinates travel arrangements for external stakeholders, including flights, lodging, ground transportation, meeting locations, and on‑site schedules.
Oversees reimbursement processes for external partners, ensuring timely, accurate, and compliant expense submissions.
Conducts venue research for meetings, retreats, alumni events, and leadership gatherings, evaluating location options, availability, capacity, pricing, and amenities.
Assist in preparing the budget and tracking expenses
Organize large meetings which may include multiple departments of the organization.
Offer support and assistance to other departments and employees as needed for special projects and/or events.
Completes other duties as assigned.
Complies with all policies and standards