Executive Assistant

at Constituency Management Group in Chicago, Illinois, United States

Job Description

We are seeking an extremely competent Executive Assistant in Chicago supporting the Central Region President with day-to-day administrative and operational duties. The ideal candidate will be someone who is proactive, resourceful, highly organized, diligent, detail-oriented, efficient, and takes initiative. They will be unflappable and thrive in a high-intensity, fast-paced environment. Due to the nature of the work, the candidate must have meticulous attention to detail and be able and eager to juggle multiple responsibilities.
Responsibilities
Oversee logistics and provide critical support for internal and external meetings (scheduling, material prep, key stakeholder coordination, etc.)
On-site coordination requirements will increase as in-person and in-office meetings and events continue to return
Presentation coordination and assembly with speakers and contributors is important, so familiarity and a high level of comfort with Microsoft Office (especially PowerPoint) is crucial
Galvanize and reinforce office culture through the management of recognition and celebratory events (birthdays, anniversaries, etc.) as well as serving as key liaison between Central Region President and special committees for other office activities such as office holiday party
Update and oversee management of essential team documents, including new business, new hire and marketing materials
Support senior team in keeping appropriate agency systems updated (e.g. client and team listservs, etc.)
Partner with Finance, HR and IT on new hires and orientation, tech needs across the office, POs and vendor coordination, etc.
Provide administrative support for the Central Region President, including:
Scheduling and coordinating travel arrangements;
Time and expense reporting;
Calendar and appointment management (navigating both internal teams as well as interfacing with clients and prospects);
Office expenses, including supplies and subscriptions;
Some general administrative and telephone support and management of contacts; and
Special projects as assigned
Provide minimal administrative support (i.e. travel, expenses, basic meeting support) for 1-2 additional members of the Central Region senior leadership team
Ability to have discretion with confidential information
Qualifications
Basic Qualifications:
BA or BS degree
At least 3-5 years of professional administrative experience in a fast paced, professional environment
Comfortable understanding and managing executive-level expectations, preferences and situations
Proficient in MS Office (Word and Excel) with strong PowerPoint skills and experience editing presentations
Ability to quickly learn and master systems for time/expense entry, travel booking, financial management
Extreme attention to detail, ability to multi-task and juggle priorities
Smart, self-starter, resourceful and ready to jump in
Solution-oriented in a fast paced environment
Excellent communications skills
Experience in meeting coordination and event planning
Experience working on multiple projects
Client service experience a plus
The Weber Shandwick Collective recognizes that your health and wellbeing are a priority. This is why we offer a full suite of benefits including:
Medical
Dental
Vision
401k (with employer match)
Tuition Reimbursement
Juice Money - $60 monthly reimbursement to be used towards purchases that nourish your health, mind, body, and soul
MyDays - Flexible holiday schedules
Short-Term Disability
Paid Employee Family Leave
Family Building Benefit
Weber Shandwick is proud to be an Equal Opportunity/Affirmative Action employer. Weber Shandwick recruits qualified applicants without regard to race, color, religion, gender, age, ethnic or national origin, protected veteran status, physical or mental disability, sexual orientation, gender identity, marital status or citizenship status.
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IPG DXTRA is proud to be an Equal Opportunity/Affirmative Action employer. IPG DXTRA recruits qualified applicants without regard to race, color, religion, gender, age, ethnic or national origin, protected veteran status, physical or mental disability, sexual orientation, gender identity, marital status or citizenship status.