Executive Assistant

RSM•Chicago, IL

11d•Hybrid

About The Position

The Executive Assistant provides skilled, efficient support to select RSM leaders and may serve as a navigator to other RSM owners. Under supervision, the role supports ongoing activities such as scheduling calls and meetings, arranging travel, processing expense reimbursements, proofreading communications, compiling reports, and completing special projects. The position may also fulfill administrative requests through the ESS request site. It requires professionalism, confidentiality, and a sense of urgency. The Executive Assistant maintains calendars, coordinates travel and meeting logistics, submits expense reports, handles confidential correspondence, and supports projects and events. The role also prepares and proofreads a range of materials, compiles data and documentation with guidance, provides a consistent and positive experience, and acts as a liaison among ESS, internal departments, and external parties as appropriate. The first 90 days are in-office five days per week. After that, the role may follow a hybrid schedule with at least three days in-office, subject to written confirmation with the Performance Advisor.

Requirements

Associate degree or at least 2 years of experience in a related field.
1 to 3 years of relevant experience in a related field or area.
Intermediate Microsoft Office skills and ability to learn programs and software used by the firm.
Basic knowledge of technology tools required for assigned responsibilities.
Ability to communicate effectively with a diverse audience.
Effective organization, prioritization, and time-management skills, with strong 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 ability to adapt 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 recognize when a more refined approach is necessary.
Ability to respond positively to changing circumstances, seek and implement change to improve business, and model change.

Responsibilities

Maintain calendar appointments and ensure meetings are scheduled in advance and appropriately prioritized.
Coordinate travel arrangements, including flights, cars, hotels, and meals.
Submit expense reports in a timely manner.
Administer meetings, including invitations and logistics, attendee tracking, and note-taking.
Routinely handle confidential correspondence.
Participate in assigned projects and events, including researching, organizing details, and following through with execution.
Proofread and assemble correspondence, PowerPoint slides, handouts, spreadsheets, and other information for professional and consistent presentation.
With guidance, compile data from various resources and prepare reports or documentation.
Serve as a go-to resource to deliver a consistent and positive experience.
Act as a liaison between ESS, internal departments, and external parties as appropriate.
Provide general knowledge of firm systems, tools, and industry knowledge when appropriate.
Perform other duties as assigned.
Collaborate with the executive assistant supervisor or manager to provide enterprise-wide support, particularly during peak times.