Executive Assistant

fairlife•Chicago, IL

2d•$90,000 - $110,000•Onsite

About The Position

The Executive Assistant provides high-level administrative support to fairlife, LLC’s Executive Leadership Team, serving as a project manager of people through meeting coordination, functional team support, information requests, business event planning, and other administrative functions. The role partners with the CEO, COO, and VP of Public Affairs, Communications and Sustainability (PACS) to manage time, priorities, and communication. It is based primarily onsite in Chicago, Illinois, with travel of up to 20%. The position reports to the VP, PACS. The successful candidate is responsive, thoughtful, self-directed, positive, and an effective communicator. They will anticipate needs, resolve issues independently, maintain strong follow-up with stakeholders, and help ensure executive priorities advance and decisions move forward.

Requirements

At least 5 years of experience supporting top-level executives in fast-paced, high-growth environments.
Strong project management skills and experience coordinating complex events and initiatives.
Advanced proficiency in Microsoft Office, including Outlook, PowerPoint, and Excel.
Exceptional organizational skills and ability to manage multiple priorities under pressure.
High level of discretion, professionalism, and judgment.
Comfort holding others accountable and influencing outcomes tactfully.
Flexibility and adaptability to changing priorities and work styles.
Ability to work primarily onsite and travel occasionally, up to 20%.

Nice To Haves

Bachelor’s degree or equivalent experience.
Fearless communication style and ability to thrive in dynamic environments.
Skill in anticipating needs and solving problems independently.
Positive, resourceful, respectful approach and commitment to building team culture.

Responsibilities

Serve as a trusted business partner to the CEO, COO, and VP of Public Affairs, Communications and Sustainability, managing their time, priorities, and communication.
Manage calendars and meeting discipline by scheduling meetings, confirming attendance, and escalating when necessary to ensure participation.
Coordinate logistics for virtual and in-person meetings, events, and offsites, including catering, audiovisual needs, group activities, and travel arrangements.
Anticipate needs and independently resolve issues before they arise.
Maintain consistent follow-up with internal teams and external stakeholders.
Partner with other Executive Assistants to align calendars and support cross-functional projects.
Manage expense reports and coordinate invoices, memberships, registrations, and ad hoc projects accurately and promptly.
Build trust with new stakeholders and maintain open communication.
Identify opportunities to streamline processes and improve efficiency.
Project-manage executive priorities to ensure meetings happen and decisions move forward.

Benefits

Comprehensive medical, dental, and vision coverage effective day one.
Supplemental health plans, including hospital indemnity, accident, and critical illness insurance.
Paid time off.
Paid parental leave and adoption assistance up to $10,000.
Parental support and family care benefits, including childcare resources and lactation support.
401(k) with up to 9% employer match.
Wellness reimbursement up to $500 for qualified wellbeing expenses.
Employee Assistance Program for emotional wellbeing and work-life support.
Company-paid life insurance and short-term disability.
Employer HSA funding for HDHP participants.
Tuition reimbursement up to $10,000 and student loan repayment of $200 per month.
Learning and development programs.
Rewards and recognition, matching gifts, free product, and Business Resource Groups.