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Executive Assistant

About the job

Summit Design + Build LLC is seeking a full-time Executive Assistant to the President/Owner to provide administrative support so as to ensure the smooth management of his day-to-day affairs and the most efficient and effective use of his time.  The Executive Assistant will report to the President/Owner and work closely with the CFO/Vice Presidents and the entire employee group.

Responsibilities:

  • Manage, coordinate and maintain calendar and appointments/meetings
  • Act as a gatekeeper by screening calls, inquiries and requests and handle them as appropriate
  • Manage all aspects of travel arrangements including extensive personal/family travel.  Assist in travel arrangements for other employees as assigned
  • Process emails and correspondence to ensure that communications are dealt with in a timely manner.  Prepare communications
  • Manage outside properties, including collecting rents and monitoring invoices/expenses
  • Assist CFO/Vice Presidents with administrative tasks to ensure proper allocation of expenses, adherence to company policies and smooth office management
  • Assist in record keeping and expense reporting as required
  • Serve as a reminder for important tasks and deadlines
  • Assist in research and ensure follow up
  • Produce documents, papers, reports and presentations
  • Organize meetings and coordinate events ensuring all necessary requirements are made
  • Maintaining office systems potentially including data management and filing
  • Secretarial support including copying, filing, ordering
  • Preparation for meetings including drafting and circulating agendas, preparing minutes, communicating meeting reminders, confirming venues and other arrangements
  • Liaising with staff, suppliers and clients
  • Business and other errands as required
  • Cover personal life maintenance tasks and complete family projects
  • Anticipate needs and prepare accordingly
  • Be responsible for special projects as assigned
  • Miscellaneous tasks and other duties as may reasonably be required

Qualifications:

  • Bachelor’s degree preferred
  • Minimum 3 years experience in executive support
  • Exceptional written and oral communications skills
  • Excellent computer, word processing and IT skills
  • Top-notch administrative skills
  • Strong interpersonal, customer service, time management and problem-solving skills
  • Demonstrated record of success in complex and demanding situations
  • Information gathering and information monitoring skills
  • Highly organized with strong attention to detail and the ability to handle multiple projects and responsibilities simultaneously, anticipate and solve problems, set priorities and meet deadlines and goals
  • Highly discrete, professional, efficient, honest, flexible and reliable.  Good judgment and decision-making ability
  • Ability to be proactive and take initiative

We offer an excellent compensation package and competitive benefits.

Summit Design + Build is an Equal Opportunity Employer and all qualified applicants will be considered.

Summit Design + Build is not accepting unsolicited resumes from third-party recruiters at this time.

Job Category: Full Time
Job Type: Full Time
Job Location: Chicago Illinois

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