Executive Assistant Jobs in Phoenix, IL

About The Position

Requirements

• 1+ years of experience in an Executive Assistant, Office Administrator, or similar role
• High school diploma or equivalent
• Excellent follow-through and accountability in completing tasks accurately and on time
• Strong organizational and time-management skills with the ability to manage multiple priorities
• Excellent written and verbal communication skills
• Proficiency in Microsoft Office (Outlook, Word, Excel, PowerPoint) and/or similar tools
• Ability to handle confidential information with professionalism and discretion
• Legal authorization to work in the United States
• Valid driver's license with an acceptable driving record
• Employment is contingent upon successful completion of a background check

Nice To Haves

• Experience with Executive Assistant and Office Operations roles
• Strong problem-solving skills and a proactive, solution-oriented mindset
• Experience managing vendor relationships and office projects
• Ability to work independently and take initiative with minimal supervision
• Strong interpersonal skills with the ability to build relationships across all levels of the organization

Responsibilities

• Manage executive calendars, including scheduling meetings, appointments, and events
• Coordinate schedules across multiple stakeholders
• Monitor and manage executive inboxes, including prioritizing communications and drafting responses
• Prepare meeting agendas, materials, presentations and follow-ups
• Coordinate travel arrangements, itineraries, and expense reporting
• Serve as a liaison between executives and internal/external stakeholders
• Handle confidential and sensitive information with discretion
• Oversee daily office operations including supplies, equipment, workspace organization, and overall office upkeep
• Act as the main point of contact for building management, facilities vendors, and service providers
• Collaborate with marketing to support promotional efforts and organizational communications
• Coordinate and support office projects such as workspace improvements, furniture replacement, and vendor onboarding/setup
• Order office supplies, track inventory, and manage deliveries and shipments
• Assist HR with office events, employee gatherings, and team-building activities
• Support and coordinate insurance claims related to office incidents, property damage, or equipment issues
• Maintain documentation related to vendor contracts, warranties, and service agreements
• Identify opportunities to improve office processes and enhance operational efficiency
• Other duties as assigned

Benefits

• 100% paid employee health insurance premium
• Low-cost dental and vision plans
• 100% paid employee AD&D, STD, and LTD premiums
• 401k with 4% company match
• Continuing education funds
• 15 days PTO annually (accrued) and Flex Time
• 6 Paid holidays