Executive Assistant Jobs in Phoenix, IL

About The Position

Requirements

• High school diploma or G.E.D. required.
• At least 5 years of proven experience as an Executive Assistant or in a similar senior administrative role.
• Strong PC skills and advanced proficiency with AI tools.
• Strong written and verbal communication skills.
• Proficiency with Microsoft Office, including Word, Excel, PowerPoint, Outlook, and Project, and with calendar management software.
• Ability to manage competing priorities with minimal supervision.
• Ability to anticipate the executive’s needs and proactively solve problems.
• Exceptional organizational, time-management, and multitasking skills.
• Strong attention to detail and follow-through.
• High emotional intelligence, professionalism, and sound judgment.
• Calm, flexible, and resourceful under pressure.
• Flexible hours based on the executive’s needs.
• Absolute discretion, integrity, trustworthiness, and ability to maintain strict confidentiality.

Nice To Haves

• Associate’s or bachelor’s degree preferred.

Responsibilities

• Manage calendars, including meetings, calls, travel, and appointments.
• Coordinate internal and external meetings, including agendas, logistics, and follow-ups.
• Coordinate domestic and international travel, including flights, hotels, ground transportation, and itineraries.
• Manage and prioritize the executive’s communications confidentially, screening and responding to emails, calls, and correspondence and determining matters requiring the executive’s attention.
• Serve as a trusted point of contact for the executive’s personal matters.
• Act as liaison between the executive and staff, clients, senior leaders, and external partners.
• Prepare the executive for meetings, presentations, and conference calls, and brief them beforehand on important information.
• Prepare detailed financial reports and consolidate monthly and quarterly data.
• Independently prepare, edit, and finalize reports, presentations, memos, project timelines, and other executive-level materials.
• Assist with corporate events, board meetings, and other executive functions as required.
• Track deadlines, action items, and ongoing projects to ensure timely completion.
• Compile data for expense reporting and invoicing and assist with basic budget tracking.
• Work at both the Miami and Sunrise locations, with the location varying by day.
• Perform other duties as assigned.
• Maintain strict confidentiality regarding sensitive company information, correspondence, and the executive’s personal matters.