Executive Assistant to the CEO and Associate Chief of Staff

LAUNCH Technical Workfo•Oak Brook, IL

5h•$90,000 - $120,000

About The Position

The Executive Assistant to the CEO and Associate Chief of Staff is a strategic partner to the CEO and Executive Leadership Team and the operational hub of the corporate office. This autonomous role anticipates needs, connects work across departments, and turns leadership priorities into outcomes across Board meetings, strategy sessions, company-wide communications, employee engagement, and process improvement. The position leads administrative staff, manages corporate budgets and vendor relationships, and serves as a trusted liaison to the Board, Executive Leadership Team, and external partners. It requires proactive problem-solving, sound judgment, discretion with confidential information, and the ability to manage competing priorities. The role provides executive and Board support; leads cross-functional projects and operational improvements; manages internal communications, employee engagement, administrative staff, office operations, events, and travel; and steps in to maintain continuity when critical functions or executive coverage are needed. The position also supports remote locations and coordination across four companies using separate Microsoft environments.

Requirements

Bachelor's degree in business, communications, or a related field, or equivalent experience.
7+ years of executive support or operations experience with C-suite leaders.
2+ years supervising staff.
Experience supporting a Board of Directors, including preparation of materials and minutes.
Experience managing budgets, vendor contracts, company events, and group travel.
Sound judgment and discretion when handling highly confidential information.
Proactive problem-solving skills, ability to work independently, and ability to anticipate needs.
Excellent written communication skills, including preparation of executive- and Board-level materials.
Advanced proficiency in Microsoft 365.
Strong project management skills and ability to build trusted relationships at every level.
Ability to travel (the posting text ends after “Ability to travel appr,” so any further qualification is unspecified).

Responsibilities

Serve as a strategic partner to the CEO and Executive Leadership Team, anticipating needs and driving priorities and follow-through.
Connect the Executive Leadership Team, departments, and stakeholders, ensuring information, decisions, and action items move across the organization.
Prepare executive presentations, reports, and briefing materials, and draft and edit communications on behalf of the CEO and Executive Leadership Team.
Manage Executive Leadership Team calendars, meeting preparation, correspondence, and follow-up actions.
Coordinate and facilitate meetings, off-sites, strategy sessions, and client engagements, including agendas, pre-work, and materials.
Coordinate domestic and international travel, including flights, accommodations, and itineraries.
Handle confidential executive, Board, personnel, and financial information with discretion; coordinate executive signature routing and maintain corporate records as needed.
Provide calendar, inbox, and communications coverage when an executive is unexpectedly unavailable.
Serve as primary contact for Board meeting logistics and communications; coordinate quarterly Board materials, agendas, and decks; prepare minutes and track action items.
Plan Board meetings, strategy sessions, site visits, and related events, including venues, hotel contracts, room blocks, dinners, and attendee communications.
Lead cross-functional projects from concept through completion, establish operating rhythms for working groups, and identify and implement operational improvements.
Analyze vendor quotes, contracts, and terms; recommend options that balance cost, risk, and business needs; and partner with outside consultants, brokers, and advisors.
Partner with outside brand advisors and Marketing on rebrand and culture initiatives, and integrate acquired companies, including the UK business, into leadership, Board, and company programs.
Develop workarounds for communications and processes across four companies with separate Microsoft environments; partner with Marketing on sponsorships, charitable giving, and industry memberships.
Provide interim coverage for open critical roles or functions and build tools and workflows to maintain operations.
Own internal communications, including the LAUNCHPoint newsletter and company-wide announcements, in partnership with Marketing.
Govern the company intranet, including its framework, review cadence, and coordination with departmental site owners.
Design and lead employee recognition and engagement programs, including Annual Awards and recognition cards; lead remote employee engagement and oversee recurring office events.
Manage the Employee Appreciation budget and advise managers on effective use of their budgets for employee engagement.
Lead, develop, and manage administrative staff; oversee office operations and support operational needs at remote locations.
Manage office technology, including copiers and conference room AV, in partnership with the managed IT services provider.
Oversee administrative support activities, expense report processing, office supplies, vendor relationships, and facilities management; develop office policies and procedures.
Partner with the Chief Human Resources & Risk Officer to create and maintain the office and related corporate budgets.
Plan and execute company events, including leadership and company-wide meetings, celebrations, outings, and incentive and awards trips.
Own event logistics, budgets, vendor contracts, and communications; develop and manage travel policies and ensure compliance.
Administer the online booking tool and travel agency relationship, review vendors, negotiate corporate hotel and rental car rates, and oversee booking and payment for travelers without company cards.
Serve as the escalation point for travel issues for administrative staff.
Perform other duties as assigned.