A Chicago-based AEC firm is seeking a highly organized and proactive Executive Assistant to support its partnership team. You’ll have the opportunity to work closely with partners in a highly visible role where strong organization, attention to detail, and proactive support are essential. This is more than just an administrative position—it’s a key role focused on keeping daily operations running smoothly while managing priorities, anticipating needs, and ensuring consistent follow-through. The ideal candidate is self-directed, resourceful, and thrives in an environment where professionalism, urgency, and a strong work ethic are valued. This individual will also be comfortable collaborating across multiple areas of the business while providing high-level support from the firm’s Chicago office in the West Loop area. This full-time, onsite opportunity offers a competitive compensation package with a salary of up to $80,000, depending on experience and qualifications. The firm offers a comprehensive benefits package, including but not limited to health benefits, a 401(k) with company match, paid time off, commuter benefits, and employee rewards.
Responsibilities of the Executive Assistant:
- Provide executive-level administrative support to partners, including calendar management, meeting coordination, correspondence, and daily scheduling needs.
- Anticipate partner needs, manage follow-up items, and ensure completion of tasks with strong attention to detail and timely execution.
- Coordinate travel arrangements, including flights, accommodations, ground transportation, travel agendas, required documents, and expense reports.
- Serve as a liaison between partners, internal teams, clients, vendors, and external stakeholders while maintaining professionalism and confidentiality.
- Prepare reports, presentations, research, and meeting materials to support executive decision-making and business initiatives.
- Assist with quarterly goals, special projects, client meetings, and events while identifying opportunities to improve processes and efficiency.
- Act as a backup for office management responsibilities as needed while maintaining organized records, supporting administrative best practices, and ensuring smooth day-to-day operations.
