Executive Assistant

Building Services of America Careers•Woodridge, IL

23d•Onsite

About The Position

Building Services of America (BSA) is seeking a Full-Time Executive Assistant to support their Executive Leadership in Woodridge, Illinois. This role is crucial for managing executive calendars, coordinating meetings, preparing documents, and serving as a key point of contact. The ideal candidate will possess strong organizational and communication skills, proficiency in Microsoft Office Suite, and the ability to handle sensitive information with discretion. Experience in facility services or property management is a plus.

Requirements

At least one year of executive assistant, senior administrative, or comparable experience preferred.
Strong organizational skills and the ability to manage competing priorities.
Excellent written and verbal communication skills.
Proficiency in Microsoft Outlook, Word, Excel, PowerPoint, and Teams.
Strong attention to detail and follow-through.
Ability to work independently, anticipate needs, and adapt to changing priorities.
Demonstrated discretion when handling sensitive business and personnel information.

Nice To Haves

Experience in facility services, property management, or another service-based business is a plus.
Associate’s or bachelor’s degree preferred; equivalent professional experience will be considered.
Bi-lingual (English/Spanish) a plus.

Responsibilities

Manage executive calendars, appointments, meetings, and travel arrangements.
Review and prioritize incoming calls, emails, and requests; bring urgent matters to leadership’s attention.
Prepare and proofread correspondence, reports, presentations, proposals, and meeting materials.
Coordinate leadership meetings, prepare agendas, document action items, and follow up on deadlines.
Track assigned projects and commitments, providing timely status updates to leadership.
Serve as a point of contact between executive leadership, department managers, clients, and vendors.
Maintain organized electronic files, contact lists, and confidential records.
Coordinate with operations, human resources, accounting, and sales to gather information and support executive priorities.
Assist with company events, client meetings, and employee communications.
Prepare expense reports and organize supporting documentation.
Identify opportunities to improve administrative processes and office efficiency.
Complete other administrative and special projects as assigned.