Executive Assistant Jobs in Phoenix, IL

About The Position

Requirements

• Fluency in English and Spanish, both written and spoken
• Strong organizational skills with high attention to detail
• Ability to prioritize tasks and manage multiple deadlines simultaneously
• Ability to work independently and follow through on assignments with minimal supervision
• Team player who collaborates well across departments
• Build and maintain strong working relationships across internal and external stakeholders
• Adapt to changing priorities, processes and organizational needs with flexibility and professionalism
• Proactively anticipate needs and identify issues early to support efficient office and executive operations
• Exhibit strong sense of accountability, ownership, and follow-through on assigned responsibilities
• Exercise sound judgement and discretion when handling confidential and sensitive information
• Bachelor’s or associate’s degree in Business Administration, Office Management, a related field or equivalent work experience will be considered in lieu of a formal degree
• 3–5 years of administrative or office support experience, preferably in a professional, corporate, or fast‑paced environment
• Proficiency in Microsoft Office (Outlook, Word, Excel required)
• Proven experience with calendar management, scheduling, and meeting coordination

Responsibilities

• Manage and prioritize executive calendars, exercising independent judgment to align schedules with strategic priorities.
• Coordinate and oversee meeting logistics, including preparation of materials and follow‑up, ensuring alignment with leadership objectives.
• Independently track, assess, and follow up on key action items, escalating risks or delays and recommending solutions as appropriate.
• Provide advanced administrative and operational support to leadership, including coordination of cross‑functional initiatives.
• Serve as a key liaison for internal and external stakeholders, exercising discretion in managing communications and resolving issues on behalf of leadership.
• Prepare, analyze, and maintain reports and tracking tools used to support operational, compliance, or management decision‑making.
• Develop and maintain document management systems and processes to support audit readiness, compliance, and operational efficiency.
• Plan and manage complex domestic and international travel, assessing cost, timing, and business impact.
• Review, prepare, and monitor expense reporting, ensuring compliance with company policies and flagging discrepancies as needed.
• Coordinate visitor and stakeholder engagements, exercising discretion and professionalism in representing the company.
• Oversee office operations activities, including vendor coordination and process improvements, within established guidelines.
• Manage and curate shared resources and administrative tools to improve efficiency and consistency across teams.
• Lead or support special projects with minimal supervision, independently managing timelines, priorities, and stakeholder communication.