Executive Assistant III

ISACA•Schaumburg, IL

1d•Hybrid

About The Position

The Executive Assistant III provides high-level administrative and operational support to select executives. The role manages calendars, travel, meetings, and sensitive communications so leaders can focus on business priorities. This position also improves how the executive office runs - building simple systems, tracking action items and deadlines, and coordinating across teams. The Executive Assistant exercises sound judgment, maintains confidentiality, and communicates clearly with internal and external stakeholders, including the Board of Directors.

Requirements

Associates in Business Administration or a related field, or no degree but equivalent work experience
5+ years of executive administrative experience, with direct support to senior leaders (e.g. C-level executives)
Demonstrated experience managing complex calendars, travel logistics, and high-volume communications in a fast-paced environment.
Proven ability to handle confidential information with discretion and exercise sound judgment.
Experience coordinating cross-functional activities, including meetings, events, and leadership priorities.
Strong proficiency with office and collaboration tools (preferably Microsoft Office).
Track record of prioritizing competing demands and operating with a high degree of autonomy.
Ability to operate with a high degree of autonomy while maintaining alignment with executive priorities.
Relationship management skills, with the ability to effectively interact with internal stakeholders, senior leadership, and external partners.
Experience supporting cross-functional coordination, including meetings, events, and key initiatives.
Judgment & Discretion: Exercises sound judgment and discretion in handling confidential, sensitive, and business-critical information.
Critical Thinking & Initiative: Applies critical thinking and problem-solving skills to anticipate needs, identify issues, resolve routine matters independently, and escalate appropriately.
Communication: Communicates clearly, concisely, and professionally, both written and verbal; prepares polished emails, presentations, meeting minutes, and related materials.
Planning & Organizing: Manages complex calendars, competing priorities, and multiple deadlines effectively across time zones; maintains strong follow-through and protects focus time.
Meeting & Operational Support: Coordinates meeting logistics and materials, including agendas, pre-reads, note-taking, decision tracking, and action-item follow-up.
Collaboration & Relationship Management: Builds effective working relationships with senior leaders, colleagues, and external stakeholders; demonstrates a professional, collaborative, and service-oriented approach.
Adaptability: Works effectively in a global, hybrid environment with shifting priorities and changing business needs; flexible to occasional extended hours as needed.
Technology Fluency: Proficient in Microsoft 365, virtual meeting platforms, and other business tools; able to quickly learn and apply new technologies, including approved GenAI tools.

Nice To Haves

Bachelors Degree in Business Administration, Communications, or a related field of study
7+ years of executive administrative experience, with direct support to senior leaders (e.g., VP or C-level executives).
Comfortable using approved generative AI tools for first drafts and summaries with appropriate review and confidentiality practices.
Experience working in international organizations.
Experience liaising with Board of Directors.
Trade association or non-profit experience.
Certified Administrative Professional (CAP) or Professional Administrative Certification of Excellence (PACE).

Responsibilities

Executive support and calendar management
Own and optimize complex calendars across time zones; schedule 1:1s, team meetings, and external calls with clear purpose and the right attendees.
Proactively identify conflicts and constraints; propose options, secure decisions, and communicate changes quickly.
Prepare leaders for meetings with agendas, pre-reads, and brief summaries; draft and edit emails, memos, and presentations as needed.
Handle sensitive information with discretion; act as a trusted point of contact for the executive office, including Board-related coordination as assigned.
Meetings, events, and executive operating rhythm
Coordinate executive, leadership, and Board-related meetings: scheduling, agendas, pre-reads, attendee logistics, and follow-ups.
Capture decisions and action items, assign owners, and track completion; maintain a simple action log and reminders.
Manage virtual and in-person logistics (room/venue, catering, accessibility needs, and technology setup).
Planning, tracking, and process improvement
Support planning and execution of department initiatives by maintaining timelines, status notes, risks, and dependencies.
Create and maintain simple tracking tools (spreadsheets, lists, shared folders) so information is current and easy to find.
Compile background information and data for decision-making; draft first versions of updates and presentations for executive review.
Stakeholder communications and inbox management
Triage email and requests, draft responses, and route items to the right owner; ensure timely follow-through.
Note: This responsibility may change depending on Executive preference regarding inbox access.
Coordinate communications with internal teams, external partners, and vendors; maintain contact lists and distribution groups as needed.
Represent the executive office with professionalism; escalate risks or sensitive issues quickly and appropriately.
Travel, expenses, and budget support
Book and adjust complex domestic and international travel (air, hotel, ground transportation) and build clear itineraries.
Submit and reconcile expenses; ensure documentation and policy compliance.
Provide basic budget support (tracking, coding, and reporting) as requested by the executive and finance partners.