Executive Assistant

Legends Global•Chicago, IL

6d•Onsite

About The Position

Legends Global is seeking a highly organized, proactive, and service-oriented Executive Assistant & Office Manager to support executive leadership while overseeing the daily operations of our Chicago office. This highly visible role serves as a trusted partner to senior leaders, ensuring seamless administrative support while creating an efficient, welcoming, and well-managed office environment. The ideal candidate thrives in a fast-paced environment, exercises sound judgment, maintains confidentiality, and can successfully balance executive priorities with office operations. This individual will be instrumental in helping our leadership team stay organized while fostering an exceptional workplace experience for employees and visitors.

Requirements

5+ years of experience supporting senior executives as an Executive Assistant, Office Manager, or similar administrative role.
Experience supporting C-level or senior executive leadership strongly preferred.
Exceptional organizational and time management skills with the ability to manage multiple priorities simultaneously.
Strong written and verbal communication skills.
Demonstrated ability to exercise sound judgment, maintain confidentiality, and work independently.
Highly proactive with strong problem-solving and decision-making abilities.
Professional, polished demeanor with excellent interpersonal skills.
Advanced proficiency with Microsoft Office Suite, including Outlook, Word, Excel, and PowerPoint.
Experience with expense reporting systems and calendar management tools preferred.

Responsibilities

Provide dedicated administrative support to executive leadership, including complex calendar management, meeting coordination, and scheduling.
Coordinate domestic and international travel arrangements, including itineraries, accommodations, and transportation.
Prepare and process expense reports in a timely manner.
Draft, edit, and format presentations, reports, meeting agendas, correspondence, and other business documents.
Coordinate executive meetings, including room reservations, materials, catering, and follow-up action items.
Serve as a trusted liaison between executives and internal and external stakeholders.
Prioritize competing requests and proactively manage changing priorities.
Handle confidential and sensitive information with the highest level of professionalism and discretion.
Support special projects and strategic initiatives as assigned.
Oversee the day-to-day operations of the Chicago office to ensure a professional, organized, and efficient workplace.
Serve as the primary point of contact for office vendors, building management, and facilities-related needs.
Manage office supplies, equipment, inventory, mail distribution, and common areas.
Coordinate office maintenance requests and ensure workspaces remain functional and welcoming.
Partner with HR and IT to coordinate onboarding logistics for new employees, including workspace setup, equipment, badges, and office orientation.
Plan and coordinate office events, employee engagement activities, meetings, and team celebrations.
Help maintain office policies, procedures, and operational best practices.
Identify opportunities to improve office processes and employee experience.