Executive Assistant Jobs in Phoenix, IL

About The Position

Requirements

• Minimum 5 years in office administration, preferably supporting senior executives.
• Required Experience managing a Board portal or similar technology.
• Proficiency in Microsoft 365, Word, Excel, PowerPoint, Outlook, Adobe Acrobat, Concur, and a Board portal software.
• Proficiency in Canva and DocuSign.
• Ability to adapt to and learn new technologies/systems/applications.
• Ability to work with limited instruction, research, create, and deliver reports, interpret results and problem solve.
• Strong ability to manage small details of large events to ensure resources are available, risks mitigated, and events progress smoothly.
• Knowledge of standard office administrative practices and procedures, and records management principles and practices.
• Excellent written and verbal professional communication skills.
• Ability to proofread and edit professional documents.
• Strong professional writing ability, including excellent grammar.
• Service-oriented mindset and flexibility in tasks.
• Basic budgeting and project management skills.
• Timeliness and follow-through in completing tasks.
• High level of confidentiality and ability to complete tasks in a professional manner.

Nice To Haves

• Bachelors Degree in a business field OR an equivalent combination of education, training, work-related experience, or military experience.

Responsibilities

• Plans, coordinates, and executes logistics for executive-sponsored team events, town halls, and team meetings.
• Prepares meeting materials, coordinates caterers and vendors, and manages communications to promote a collaborative work environment.
• Proactively manages complex Executive and Board calendars, prioritizing scheduling requests, resolving conflicts, and balancing strategic priorities.
• Coordinates internal and external meetings with staff, vendors, credit union partners, and board members, ensuring strict adherence to company visitor policies, badging protocols, and security access procedures for all external guests.
• Manages end-to-end travel logistics for Executives and Board members, including flights, hotels, ground transportation, and conference registrations.
• Creates travel and conference itineraries and handles real-time adjustments and travel troubleshooting as needed.
• Prepares, compiles, and distributes Board and committee packets, including agendas, financial documentation, and meeting minutes with high precision and formatting accuracy.
• Collaborates cross-departmentally to secure required financial and strategic documentation well in advance of deadlines.
• May assist in maintaining board records, tracking action items, and managing board member communications.
• Organizes and maintains strategic documents, data, policies, procedures, and information to ensure efficient and easy retrieval.
• Compiles and prepares reports, presentations, and documentation for strategic planning, leadership meetings, and board meetings, as assigned.
• Tracks, reconciles, and submits executive expense reports and reimbursements in compliance with corporate policies and with attention to detail and accuracy.
• Prepares and submits check requests, purchase orders, and invoices to Accounts Payable to ensure accurate and timely vendor payments.
• Serves as backup to the Administrative Assistants for inventory monitoring, placing supply orders, and ensuring office stock levels remain adequate.
• Performs other job-related duties as required.