Senior Executive Assistant

Luci•Lincolnwood, IL

24d•$70,000 - $85,000•Onsite

About The Position

The Senior Executive Assistant role at Luci is not a traditional administrative position. It is a strategic partnership built on trust, clarity, and collaboration, and on a genuine love of being the steady, trusted right hand to a busy leadership team. Luci designs the museums, cultural spaces, and immersive environments that people remember for the rest of their lives. We are a design firm in a stage of ambitious growth, with studios in Chicago, Seattle, New York, and London. This role keeps the leadership team running smoothly so they can focus on that work: you will manage the rhythm of the CEO's days, keep priorities aligned across leadership, and help coordinate the studio's most important moments, from business development efforts to speaking engagements and public events. In addition to supporting the CEO, you will provide key administrative support to two other members of Luci's Executive Team (Managing Director and Chief Creative Officer), helping them stay organized, prepared, and aligned. You will serve as a central point of coordination, connecting people, schedules, and communication across leadership functions. You will bring calm to the creative chaos, and you do it with warmth. We move fast, we care about each other, and we believe great work starts with great relationships. You will thrive here if you love being the steady force behind big ideas: always two steps ahead, anticipating needs, solving problems before they appear, and creating the space for the Executive Team to lead Luci's vision, people, and growth.

Requirements

You are not just organized, you are wired for momentum, and you have judgment.
You can read a situation, weigh competing priorities, and make a sound call without being told how.
You take real pride in being the person leadership can count on, and you do it with warmth.
You are the person who sees what is needed before others do and naturally takes initiative.
You bring rigor with heart.
You follow through, you close loops, and the details do not slip when the day changes five times
You are emotionally intelligent, tactful, and grounded, and you can be trusted with sensitive information without a second thought.
Your calendar is a masterpiece: organized, synced, and a step ahead.
You remember the small things: the birthday, the follow-up, what matters to the person across the table. People feel known around you.
You communicate with clarity and warmth, in writing and in the room, and you bring good energy even when things move fast.
You love to learn: you read widely, stay culturally aware, and bring outside ideas into the work.
You believe great work starts with great relationships, and you build them naturally.
You take pride in executive support as your craft, and you are looking for a team and a mission worth doing it for

Responsibilities

Anticipate what the CEO and Executive Team need before meetings, decisions, or travel, covering data and context, people, and timing.
Manage complex calendars, meetings, and travel logistics, balancing priorities, time zones, and energy.
Serve as a first point of contact, triaging and filtering requests and helping protect the team's focus.
Prepare daily and weekly briefings that include background, key decisions, and next steps.
Handle correspondence and communication with clarity, warmth, discretion, and strict confidentiality.
Track follow-up items and commitments to ensure progress and accountability
Protect the CEO and Executive Team's time and energy by keeping focus on high-impact priorities.
Manage expense reports, budgets, and timesheets for the Executive Team
Track and organize contracts, travel logistics, and documentation for special initiatives
Maintain digital systems for presentations, notes, and key records.
Research and implement tools that improve communication, project tracking, and day-to-day efficiency.
Conduct background research for meetings, clients, and partnerships.
Stay current on industry trends and topics in design, culture, and education.
Help the CEO stay informed with relevant insights and context for conversations.
Help keep leadership priorities and studio initiatives aligned and on track.
Track and communicate deliverables and follow-ups from executive and leadership meetings.
Keep timelines and accountability moving for company-wide initiatives.
Coordinate the logistics of quarterly planning sessions and executive milestones.
Develop and maintain efficient systems for meeting preparation, notes, and task tracking
Identify patterns, anticipate next steps, and keep leadership ahead of deadlines and opportunities
Support and bridge business development efforts, ensuring the CEO is informed, prepared, and able to collaborate meaningfully with the Business Development team.
Coordinate the CEO's involvement in proposals, reviews, client meetings, outreach, and travel.
Prepare materials, agendas, summaries, and notes for internal and external leadership meeting.
Manage scheduling and communication with advisors and external stakeholders, keeping information organized and accessible.
Coordinate the CEO's participation in industry leadership roles and committees, ensuring they are briefed, prepared, and represented with excellence.
Manage logistics, materials, and follow-up for those engagements
Coordinate, draft, and support presentations, speeches, and company-wide communications in Luci's or the CEO's voice.
Work with Marketing to manage the CEO and CCO's external visibility, including speaking engagements, interviews, panels, and events.
Collaborate with Marketing to capture and repurpose thought leadership and social content.
Communicate on behalf of the CEO and CCO with clients, collaborators, and industry leaders.
Support logistics and communication for conferences, events, and studio gatherings.
Keep the CEO and Executive Team connected to the studio through team moments, culture initiatives, and celebrations.
Support internal communications and cross-team alignment.
Bring warmth, empathy, and optimism to even the fastest-paced moments.
Model Luci's values of curiosity, empathy, and collaboration every day.