Executive Assistant Jobs in Chicago, IL

About The Position

Requirements

• At least 3 years of experience providing administrative support to VP-level and/or C-suite executives, including calendar management and travel coordination.
• Experience working in a matrixed organization with shared priorities, multiple stakeholders and competing demands.
• Advanced proficiency in Microsoft Office 365, including Outlook, Word, Excel, PowerPoint and SharePoint.
• Experience using virtual meeting platforms such as WebEx, Teams or similar tools.
• Strong written and verbal communication skills.
• Proactive and anticipatory approach, with the ability to think several steps ahead.
• Confidence interacting professionally with donors, board members and senior external partners.
• Ability to handle highly confidential and sensitive information with discretion and sound judgment.
• Strong organizational skills and attention to detail.
• Strong follow-through and ability to close loops without prompting.
• Ability to prioritize effectively, work under pressure and adapt to a constantly evolving environment.
• Team-oriented mindset and willingness to provide backup support and contribute to shared success.
• Ability to work on-site at McDonald’s Headquarters three days per week.

Responsibilities

• Provide executive-level administrative support to assigned senior leaders, including complex calendar management, scheduling and meeting coordination across time zones.
• Proactively manage calendars by anticipating conflicts, aligning schedules with organizational priorities and preparing leaders for meetings and engagements.
• Coordinate domestic and international travel, including flights, hotels, ground transportation, itineraries and travel documentation such as visas.
• Process expense reports accurately and promptly.
• Provide reminders and prepare required documents, briefing materials and agendas in advance to keep leaders on schedule.
• Serve as a professional point of contact for internal and external stakeholders, including donors, board members, Chapter leaders, consultants and external partners.
• Coordinate meeting logistics end-to-end, including room reservations, virtual meeting links, materials, food and beverage, and follow-up actions.
• Draft or lightly edit routine correspondence and presentation materials on behalf of senior leaders, as appropriate.
• Manage shared inboxes and administrative processes as assigned.
• Collaborate with the administrative team to ensure coverage, balance workloads and maintain continuity of support.
• Provide backup support for senior leaders and administrative colleagues as needed.
• Take on additional responsibilities and special projects to support senior leadership and evolving organizational priorities.

Benefits

• Health and welfare benefits, including medical, prescription drug, mental health, dental and vision coverage, and life insurance.
• Eligible for a bonus based on individual and company performance.
• Flexible work arrangements.
• Tuition assistance.
• Sabbatical program.