InProduction

Executive Assistant

InProduction

full-time

Posted on:

Location Type: Hybrid

Location: Warrenville • Illinois • United States

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Salary

💰 $65,000 - $75,000 per year

About the role

  • Manage CEO and CFO calendar as well as scheduling meetings for other C-Suite, as needed.
  • Book travel for board meetings, town hall meetings and client meetings for CEO and C-Suite as needed.
  • Serve as the liaison between sales and CEO/CFO for contract signatures and review.
  • Renew business licenses in certain states and work with our registered agent to file annual reports in each state.
  • Planning and coordinating company events, meetings, or off-sites
  • Act as the office manager including ordering snacks for the office, office supplies, taking care of issues that arise with the office space and IT related matters.
  • Handle incoming emails and other communication, forwarding and answering as appropriate.
  • Perform data entry, record-keeping, and expense management.
  • Anticipate needs and resolve administrative issues proactively.
  • Uphold a strict level of confidentiality and professionalism.
  • Represent the company, the Leadership team, and the CEO with professionalism and a positive attitude.
  • Welcomes visitors and identifies the purpose of visit before directing visitors to the appropriate department.
  • Interacts with vendors in person, on the phone, or in email.
  • Coordinate and manage tickets for large-scale events
  • Other duties as assigned.

Requirements

  • Bachelor’s degree preferred (not required), High School or GED equivalent required
  • 2-3 years’ experience working in an executive assistant role
  • Prior experience supporting senior or C-level leadership
  • Comfortable handling both executive-level support and routine administrative tasks
  • Demonstrated ability to learn quickly, take feedback well, and add value immediately
  • Must have professional demeanor
  • Must have excellent communication skills
  • Advanced proficiency in Microsoft Office
  • Expert knowledge in Outlook
  • Experience using Ramp and Navan a plus but not required.
Benefits
  • Medical Insurance
  • Dental Insurance
  • Vision Insurance
  • 401K Match: immediate eligibility with 100% match of the first 3% of your selected
  • Contributions and 50% up to 5% of your contributions
  • Paid vacation
  • Employer paid Basic Life/AD&D
  • Paid Holidays: 7 paid holidays and 1 floating holiday after 1 year of service
  • Supplemental Benefits: Voluntary Life, STD, LTD, Accident, Critical Illness, Pet, insurance, Identity Protection, EAP, and Perkspot.
Applicant Tracking System Keywords

Tip: use these terms in your resume and cover letter to boost ATS matches.

Hard Skills & Tools
data entryrecord-keepingexpense managementcalendar managementtravel bookingcontract reviewevent planningadministrative supportconfidentialityprofessionalism
Soft Skills
communication skillsinterpersonal skillsorganizational skillsproactive problem-solvingadaptabilityattention to detailprofessional demeanorpositive attitudeteam collaborationcustomer service
Certifications
Bachelor’s degreeHigh School diplomaGED