Executive Assistant Jobs in Phoenix, IL

About The Position

Requirements

• Must be able to obtain and maintain a Public Trust and requires U.S. Citizenship status.
• Bachelor’s degree in a relevant field is preferred and a minimum of eight (8) years’ high-level executive support experience, preferably in the federal government.
• Prior experience supporting C-level executives.
• Ability to perform complex, sensitive, highly responsible, and confidential office administrative, secretarial, and clerical support functions.
• Proven ability to manage tasks with confidentiality and discretion.
• Superior communication, organizational, and time management skills.

Responsibilities

• Manages complex travel arrangements for senior Directors, including itinerary planning, bookings, Visa/Passport processing, and compliance with international travel protocols.
• Maintains calendars for leadership and staff, coordinates with various entities, and oversees special events and meeting arrangements.
• Handles calls, manages messages, and responds to requests while drafting high-level correspondence for internal and external communications.
• Manages sensitive matters discreetly, provides comprehensive support including calendar management, meeting coordination, and workflow facilitation.
• Prepares and manages essential documents and presentations, assisting in materials for high-level meetings and events.
• Reconciles Government travel credit card statements and manages financial documentation with attention to detail.
• Develops, revises, and maintains key documents, compose reports, and assists in creating technical handouts.
• Participates in information collection and analysis on specialized topics.
• Identifies and implements administrative process improvements.
• Coordinates responses to urgent situations with professionalism.
• Provides visitor services, manages the reception area, and handles executive contacts.
• Manages space planning, office supply distribution, and mail management.
• Covers for federal administration assistants and handle additional duties as required.
• Plans daily activities within the guidelines of company policy, job description, and supervisor’s instruction in such a way as to maximize personal output.
• Responsible for aiding in own self-development by being available and receptive to all training made available by the company.

Benefits

• Medical
• Dental
• Vision
• Company Life Insurance
• Short-Term and Long-Term Disability Insurance
• 401(K) Immediate Vesting
• Professional Development Assistance
• Legal Aid Assistance Program
• Family Planning / Fertility Assistance
• Personal Time Off
• Observance of Federal Holidays