Executive Assistant

Howden • Chicago, IL

11d • Hybrid

About The Position

We are seeking an experienced full-time Executive Assistant in Chicago, IL. The ideal candidate will play a key role in managing expense reporting through SAP Concur, ensuring accuracy and compliance with company policies. Strong communication skills are essential, as you will interact with employees and vendors to resolve inquiries and discrepancies. In addition to expense management, you will provide flexible support for ad-hoc administrative tasks, contributing to the smooth operation of the team.

Requirements

• 5+ years supporting multiple executives with proven administrative, operational, and logistical coordination in corporate environments.
• Highly proficient in Word, PowerPoint, Excel, and Outlook, with advanced capabilities in document creation, formatting, presentation building, and data organization.
• Strong written and verbal communication skills; articulate with excellent grammar; able to interact professionally across teams, executives, and vendors.
• Exceptionally organized with the ability to prioritize competing tasks, resolve conflicts, and maintain a positive, solutions-oriented approach.
• Hands-on experience with SAP Concur or similar expense management systems, ensuring accurate reporting and compliance.
• High attention to detail in financial, administrative, and document-heavy tasks; consistently produces polished, error-free work.
• Comfortable managing multiple priorities, ad-hoc requests, and shifting deadlines in dynamic environments.
• Strong organizational and problem-solving skills to maintain efficient workflows and ensure timely completion of tasks.
• Willing to work outside standard business hours when urgent needs arise; flexible and dependable, though such requests are infrequent.
• Trusted to handle sensitive information with discretion, professionalism, and a high level of integrity.

Nice To Haves

• Apply AI knowledge to streamline processes, enhance productivity, and support evolving business needs.

Responsibilities

• Provide high-level support to two vertical leaders, managing complex calendars, coordinating cross-functional priorities, and ensuring seamless operational flow across both business units.
• Review team expense reports, process approvals on behalf of executives, and maintain visibility into monthly and quarterly spend relative to budget.
• Manage and process expense reports accurately using SAP Concur, ensuring compliance with policies and timelines.
• Monitor and organize the executive’s email inbox, ensuring no critical communication is missed—especially during travel.
• Provide independent routine responses, triage priorities, and maintain a clean, well-structured inbox.
• Serve as the primary point of contact for expense-related inquiries, offering clear guidance and resolving discrepancies with employees and vendors.
• Coordinate internal and external meetings, manage logistics, prepare materials, and ensure timely follow-up.
• Handle urgent or unexpected administrative needs with flexibility and a proactive approach, supporting multiple teams as required.
• Demonstrate strong attention to detail and problem-solving skills to identify and correct errors in expense reporting and operational workflows.
• Prepare polished documents, reports, and presentations using Word, Excel, and PowerPoint.
• Apply AI knowledge to streamline processes, enhance productivity, and support evolving business needs.

Benefits

• Medical, dental, and vision insurance, including healthcare savings and reimbursement accounts
• 401(k) retirement plan
• Flexible Paid Time Off and paid parental leave
• Life and Disability insurance

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: No Education Listed