Executive Assistant Jobs in Phoenix, IL

About The Position

Requirements

• Bachelor’s degree or equivalent experience.
• At least 7 years of experience supporting C-level or senior executives.
• Advanced calendar management across multiple time zones and competing priorities.
• Exceptional organizational and time-management skills, with meticulous attention to detail and accuracy.
• Sound independent judgment and proven discretion with highly confidential and sensitive information.
• Expert written and verbal communication skills and executive presence when engaging executives, external partners, and senior stakeholders.
• Strong interpersonal skills and the ability to build trust and credibility at every level of the organization.
• Proactive problem-solving, decision-making, and follow-through without reminders or close direction.
• High emotional intelligence, professional maturity, and composure under pressure.
• Ability to work resourcefully and effectively independently or as part of a team, including a global team across time zones.
• Adaptability in an environment where priorities shift quickly.
• Curiosity about and comfort with AI productivity tools for drafting, summarizing, and research.
• Proficiency in Google Workspace, including Gmail, Calendar, Drive, Docs, Slides, Sheets, and Meet.
• Austin-based employees must be onsite at the coworking space at least once a week.
• Occasional travel to support executive meetings, offsites, or other business needs.

Nice To Haves

• Experience supporting a Board of Directors or working in a governance setting.
• Experience in a technology environment.
• Familiarity with Slack, Navan, Zoom, Microsoft Office (Outlook, Word, Excel, PowerPoint), DocuSign, and Adobe Acrobat (PDF editing, packet compilation, and e-signature fields).
• Comfort using AI productivity tools such as Claude for drafting, summarizing, and research.

Responsibilities

• Coordinate Board meeting scheduling, agenda preparation, and advance distribution of materials in compliance with applicable bylaws and governance requirements.
• Arrange logistics for ad hoc committee meetings and other Board and executive office needs, including investor relations activities such as earnings calls and conferences, in partnership with the Investor Relations team.
• Process Board member expense reports accurately and promptly, coordinating reconciliation and approvals with Accounts Payable; support assigned executives’ expense reporting as needed.
• Maintain strict confidentiality and discretion in Board-related matters and communications.
• Manage complex calendars across multiple time zones and business lines, and gatekeep access to executive time and office professionally and discreetly.
• Partner with assigned executives to anticipate needs, set priorities, and handle sensitive matters with independent judgment.
• Coordinate leadership team meeting agendas and follow up on action items and scheduling needs; attend meetings and take notes as appropriate.
• Prepare executive-level materials and briefings, and assist with drafting and editing communications as needed.
• Research, prioritize, and follow up on incoming issues, including confidential matters; determine the appropriate response, referral, or course of action.
• Plan and coordinate internal and external meetings and events, including team offsites, working with Facilities, IT, and Finance on space, technical needs, vendors, catering, and budgets.
• Maintain organized filing systems for executive and Board records, documents, and email; manage corporate records, Board documents, and the company data room, retrieving and distributing information as needed.
• Arrange travel for Board members and assigned executives, including flights, hotels, ground transportation, lodging, meals, and detailed agendas, as needed.
• For Austin-based employees, support the coworking space with light office duties such as mail handling and badges, and related ad hoc needs.
• Travel occasionally to support executive meetings, offsites, or other business needs.