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Position Overview
Our client, located in Schaumburg, is seeking a highly polished and strategic Senior Executive Assistant to provide seamless support to the COO, CEO, Chief Sales Officer, and CFO. This critical role will serve as a trusted right hand to the C-Suite, acting with the utmost discretion and professionalism to ensure the smooth operation of executive functions and corporate governance.
The ideal candidate will bring advanced project management capabilities, board-level experience, and the ability to operate autonomously in a fast-paced, dynamic environment.
Key Responsibilities
- Act as a trusted personal assistant, handling scheduling, logistics, communications, and sensitive matters with discretion and efficiency.
- Serve as Executive Assistant/Chief of Staff to the COO and broader executive leadership team, managing high-level administrative functions, ensuring alignment across departments, and driving special initiatives.
- Provide executive support to the CEO, COO, CFO, and Chief Sales Officer, including complex calendar management, international travel coordination, and high-priority communications.
- Act as a liaison to the Board of Directors by preparing materials, coordinating meetings, managing documentation, and ensuring adherence to corporate governance requirements.
- Lead and support executive-level projects by coordinating cross-functional teams, setting milestones, tracking outcomes, and ensuring timely completion of critical initiatives.
- Draft, edit, and proofread executive-level communications, reports, presentations, and memos with a clear, professional, and polished tone.
- Oversee preparation and submission of executive and management expense reports, including detailed review and approval through Concur.
- Coordinate executive-level meetings and events, including board meetings, leadership offsites, and client engagements; manage logistics such as travel, accommodations, venues, catering, and AV needs.
- Handle confidential and sensitive information with discretion, acting as a gatekeeper and maintaining a high level of trust with C-suite leaders.
- Identify and implement administrative best practices and emerging technologies to continuously enhance executive support and office efficiency.
Qualifications & Requirements
- 7+ years of experience supporting C-suite executives.
- Demonstrated experience supporting a Board of Directors, including governance processes, meeting coordination, materials preparation, and action-item follow-up.
- Strong project management experience with the ability to lead initiatives independently while managing multiple priorities.
- Exceptional written and verbal communication skills, including the ability to create executive-level presentations, reports, and correspondence.
- Advanced proficiency in Microsoft Office (PowerPoint, Excel, Outlook), with the ability to produce high-quality materials quickly.
- Experience using Concur for travel and expense management.
- Excellent organizational and time-management skills with a proven ability to meet deadlines in a high-pressure environment.
- High level of professionalism, discretion, and comfort interacting with senior leaders and diverse stakeholders.
- Experience managing and mentoring administrative staff and interns.
- Notary Public certification is a plus.
- Bachelor’s degree in Business Administration, Communications, or a related field preferred.
