Executive Assistant

Job Description

Join an integral team in the Office of the CEO! This position will support two senior executives both of whom report directly to the CEO and will work alongside two other administrative professionals.

As the Executive Assistant, you will perform a wide range of administrative and support tasks, including complex scheduling, communication management, and confidential analysis duties of a highly responsible and confidential nature, requiring a great deal of professionalism, discretion and integrity in dealing with internal and external contacts.

In addition to a can-do positive attitude, bring a sense of humor and be ready to jump in when needed. If obstacles arise, you will problem-solve and ideate creative solutions to make things work as if the challenge never even existed.

This is a hybrid position with 4 days in the Chicago, IL office located at 500 W. Monroe.

Essential Duties and Responsibilities

Anticipate and Prioritize : You will proactively anticipate executives’ needs, using your discretion to manage priorities and keep them informed and prepared for meetings, travel, events, incoming emails and letters and situations relating to the administrative office, employees and visitors.

Your ability to stay ahead of the game ensures the smooth operation of the executive office.

Manage Complex Calendars : You will expertly manage the executives’ calendar, coordinating meetings, travel arrangements, expense reporting and office supplies with precision.

Your organizational skills will ensure that everything runs like clockwork.

Act as a Trusted Liaison : You will be the key point of contact between the CEO’s office and internal / external stakeholders.

Your good judgment will allow you to determine when to handle matters independently and when to escalate them.

• Handle Confidential Materials : With regular exposure to sensitive information, you will handle a wide variety of complex situations, always maintaining the highest levels of confidentiality and integrity.
• Prepare High-Level Documentation : You will assist with creating and proofreading polished presentations and correspondence for the Board and / or other C-Suite colleagues, showcasing your advanced communication skills.
• Maintain Accurate Records : You will develop and maintain organized filing systems, ensuring that information is easily accessible and securely stored, whether in electronic or hard copy formats.
• Organize Large Meetings : You will coordinate meetings across multiple departments, ensuring that all logistics are seamlessly managed, including reserving, preparing and hosting facilities and catering.
• Provide Executive Support : You will offer support to other members of the executive team as needed, demonstrating your flexibility and commitment to the team’s success.
• Contribute to Special Projects : You will lend your expertise to special projects and events, providing assistance wherever needed to achieve organizational goals.

In doing so, you will identify opportunities to improve consistency and streamline processes between departments.

Team Support : You will work together with the CEO office administrative professionals to ensure support for the entire CEO office is supported as needed.

Creating a culture of peer support within this office and the executive assistant community is paramount.

Periodic travel to coordinate Board and senior management meetings.

Qualifications

• Bachelor's Degree Preferred : However, a combination of education and relevant experience will be considered.
• 5 years executive assistant experience.
• Technical Proficiency : Strong skills in Microsoft Word, Excel, PowerPoint, Outlook, and other Microsoft applications (including Teams);

Travel and expense platforms; meeting note and action item taking

• Exceptional Communication Skills : Both oral and written, with the ability to craft high-level documents.
• Organized and Detail-Oriented : Ability to maintain composure and deftly pivot when working under pressure.
• High attention to detail; keen proofreading skills.
• Judgment and Discretion : Daily use of good judgment, particularly when handling confidential information, is essential.

Additional Information

In support of the pay transparency laws enacted across the country, the expected salary range for this position is between $25.

00 and $36.00. Actual pay will be adjusted based on job-related factors permitted by law, such as experience and training;

geographic location; licensure and certifications; market factors; departmental budgets; and responsibility. Our Talent Acquisition Team will be happy to answer any questions you may have, and we look forward to learning more about your salary requirements.

The position qualifies for the below benefits.

Adtalem offers a robust suite of benefits including :

• Health, dental, vision, life and disability insurance
• 401k Retirement Program + 6% employer match
• 15 Days of Paid Vacation Days each Calendar Year
• 12 Paid Holidays + 2 floating holidays

For more information related to our benefits please visit : https : / / careers.adtalem.com / benefits.

Equal Opportunity Minority / Female / Disability / V / Gender Identity / Sexual Orientation