Executive Assistant to the CEO

Clune Construction Company•Chicago, IL

3d•$107,000 - $160,000

About The Position

Are you ready to grow your career with a company that values excellence and invests in its people? At Clune Construction, we’re more than builders—we’re a team of driven, collaborative and talented individuals who take pride in delivering exceptional work. Excellence is at the core of everything we do, from the quality of our projects to the way we support our people. As an employee-owned company, we invest in our team, and in return, our people share in our success. This shared commitment has earned us recognition as a Best Place to Work, a US Best Managed Company and a recipient of the Better Business Bureau Torch Award for Ethics. Whether you’re a seasoned construction professional or looking to bring your expertise to a new area, we welcome you to join our team and make an impact! Job Purpose: The Executive Assistant to the CEO is responsible for managing the schedule and communication of the CEO. Their duties include prioritizing emails and phone calls, gathering documents to prepare for meetings, and coordinating travel arrangements. In addition, this individual is responsible for the day-to-day administrative responsibilities required to back up the CEO to save them time and ensure the productivity and efficiency of their role.

Requirements

Maintain absolute confidentiality
Excellent communication and organizational skills
Creative problem solving and practical time management skills
Internal controls, policies, and procedures.
Proficient with Microsoft Office Suite or related software.
Self-motivated, independently able to solve problems and meet deadlines
Deal politely, professionally, and effectively with people at all levels
Be able to make decisions, meet deadlines, and work under pressure.
Strong negotiating skills; ability to build and maintain strong relationships with staff, board members, donors, and stakeholders.
A sense of urgency, comfort with ambiguity, drive for results, and ability to remain faithful to the company's brand and image.
Ability to handle continuous change and shifting priorities
Bachelor's degree preferred
5+ years of related experience required in working in a strategic executive assistant role supporting C-Level executives

Responsibilities

Performs CEO’s administrative duties, including drafting routine and confidential correspondence, drafts, reports, minutes, speeches, and emails, and organization of CEO’s schedule.
Coordinates the C-Suite calendar with all board members, department leaders, office leaders, and practice leaders 18 months in advance.
Arranges CEO travel and meetings; maintains itineraries and agendas; books other transportation; arranges lodging and meeting accommodations in accordance with the Clune travel policy.
Assists in preparation for Board of Directors, Executive Management Committee, and Senior Leadership and Departmental Leader meetings including event briefing materials for CEO.
Manages and tracks the CEO’s professional and personal commitments, ensuring mutual obligations are monitored and followed up on as needed to support priorities and accountability..
Serves as a trusted, confidential sounding board to the CEO, providing an objective perspective and offering an additional layer of insight and review on key decisions, communications, and initiatives.
Translates strategic priorities into clear operational plans by establishing cadence, structure, and workflows that ensure execution. Coordinates and schedules priority check-ins, maintains an operating rhythm for the executive team, and operationalizes ideas by driving follow-through from concept to implementation.
Promotes organizational focus by helping define priorities, facilitating planning processes, and ensuring alignment around the CEO’s goals, rationale, and expected outcomes. Steps in during ambiguity or complexity to bring structure, resolve issues, and create clarity, enabling the CEO to maintain strategic focus.
Supports executive decision-making by gathering relevant data, synthesizing options, outlining risks and trade-offs, and provides well-reasoned recommendations. Acts as both an individual contributor and a coordination point, ensuring decisions are documented, communicated, and executed with accountability and follow-through.
Prepares and submits expense reports for the CEO ensuring that correct budgets are charged for CEO expenses.
Coordinates invoice processing including, charitable contributions, tickets, and other new or one-time invoices.
Sorts and prioritizes the CEO’s mail and email to reduce, as much as possible, clutter
Coordinates and schedules appointments for the CEO.
Maintains calendars and arranges meetings.
Coordinates day-to-day operations effectively in a fast-paced corporate environment.
Sorts and prioritizes the CEO’s mail and email to reduce, as much as possible, clutter.
Prioritizes conflicting needs, handle matters expeditiously, proactively, and follow- through on projects to successful completion, often with deadline pressures.
Answers telephone questions or directs the caller to the appropriate associate.
Provides constant support to the CEO with various projects and tasks.
Prepares CEO for all meetings; virtual or in-person.
Performs other office duties that include ordering supplies and maintaining online databases.
Maintains CEO calendar by planning and scheduling meetings, conferences, and travel.

Benefits

Medical, Dental and Vision Insurance with 100% of monthly premiums paid by the company
Employee Stock Ownership Plan
401k Retirement Plan with Company Match
Employee Assistance Program
Company-paid and Voluntary Life Insurance Plans
Company-paid Short Term and Long Term Disability
Flexible Spending, Dependent Care and Commuter Plans
Career Development through Mentoring Program, Learning & Development, Continuing Education
Fitness Program
Pet Insurance