Executive Assistant Sr.

RSM•Chicago, IL

11h•Hybrid

About The Position

The Executive Assistant Sr. provides skilled, efficient support to select RSM leaders and may serve as a navigator to other RSM owners. Under minimal supervision, this position manages day-to-day administrative activities, including strategic calendar and schedule management, travel and expense reimbursement, and logistics for internal and external meetings. The role may also involve proofreading communications, compiling reports, completing special projects, and fulfilling administrative requests through the ESS request site. It requires professionalism, confidentiality, and a sense of urgency. The position serves as a go-to resource for a consistent, positive experience, and may act as a liaison between ESS, other firm client service departments, and external contacts. The Executive Assistant Sr. shares knowledge of firm systems, tools, and industry knowledge, collaborates with other executive assistants to establish best practices, and provides training when appropriate. The first 90 days are expected to be in-office five days per week. After that, the role may follow a hybrid schedule with at least three in-office days, confirmed in writing with the Performance Advisor.

Requirements

Associate degree or at least two years of experience in a related field; alternatively, the experience section specifies at least three years of relevant experience in a related field or area.
Intermediate to advanced Microsoft Office skills and ability to learn firm programs and software and train others as needed.
Working knowledge of tools, resources, and technology relevant to assigned responsibilities.
Ability to communicate effectively with a diverse audience.
Strong organization, prioritization, and time-management skills, with attention to detail.
Excellent people skills.
Strong grammar and proofreading skills and experience.
Ability to prepare presentations with charts, graphics, tables, speaker notes, and handouts.
Ability to balance multiple tasks and projects.
Punctuality and adaptability to changing schedules.
Ability to convey instructions clearly and concisely and respond when required.
Professional demeanor, conversation, and attire.
Ability to facilitate discussions with leaders.
Ability to manage at a macro level and identify when a more refined approach is necessary.
Ability to respond positively to changing circumstances, seek and implement change to improve the business, and model change.
Ability to work collaboratively with the executive assistant supervisor or manager to provide support across the enterprise, particularly during peak times.

Nice To Haves

Experience with project management tools.

Responsibilities

Maintain calendars and appointments, ensuring meetings are scheduled in advance and appropriately prioritized.
Coordinate travel arrangements, including flights, cars, hotels, and meals, and submit expense reports promptly.
Manage meeting administration, including invitations, logistics, attendee tracking, note-taking, and action-item follow-up.
Maintain daily, weekly, and monthly to-do lists and follow up as needed.
Handle confidential correspondence.
Own assigned projects and events, including research, organizing details, and execution.
Prepare and proofread correspondence, presentations, handouts, and spreadsheets for professional and consistent appearance.
Compile data from varied resources and prepare reports or documentation independently.
Review firm-issued purchasing-card invoices or charges for accuracy and reconcile them as needed.
Serve as a resource for a consistent and positive experience.
Liaise between ESS, firm client service departments, and appropriate external parties.
Share knowledge of firm systems, tools, and industry information when appropriate.
Collaborate with other executive assistants to identify and establish best practices.
Provide training to others when appropriate.
Perform other duties as assigned.