Executive Assistant Jobs in Phoenix, IL

About The Position

Requirements

• Associate's degree (A.A.) or equivalent from two-year college or technical school in Office Administration or related field
• 2 years’ experience providing administrative support to manager level positions
• The equivalent combination of education and experience.

Responsibilities

• Provides direct administrative and operational support to the Manager, Executive Office & Board Liaison, including execution of Executive Office priorities, special projects, and leadership initiatives as assigned.
• Manages complex executive meeting schedules (MS Outlook), and coordinate in-person or virtual platform meeting logistics (i.e. MS Teams, Zoom) across multiple Chief Officers, including prioritization, sequencing, rescheduling conflicts, and provide follow-up confirmations.
• Maintains structured database systems for filing, tracking deliverables, deadlines, priorities, and recurring workflows for the Chief Officers and the Manager, Executive Office & Board Liaison.
• Prepares confidential executive-level correspondence to include meeting materials, agendas, presentations, reports, documents, meeting minutes, task confirmations, and executive level outputs in alignment with Executive Office standards.
• Assists with the planning and execution of Chief Officers’ meetings and activities, organizational events, and community engagements to ensure seamless coordination and delivery.
• Partners with the Events and/or Facilities Department to coordinate meeting and event logistics to ensure adequate room reservation space, required technology setup, and catering needs are met.
• Conducts monthly reconciliation of the Chief Officers’ credit card transactions and mileage reimbursements to include supporting documentation and is processed within Finance guidelines.
• Manages detailed and complex travel coordination for Chief Officers to include transportation, hotel, and conference/training registrations.
• Serves as liaison between executive leadership, internal teams, and external stakeholders to ensure alignment and responsiveness.
• Serves as back-up in the absence of the Manager, Executive Office & Board Liaison.
• Processes incoming and outgoing mail in a timely manner.
• Maintain Office Supplies to ensure levels are not depleted.