Executive Administrative Assistant

Location: Oak Brook, IL

Report to: President & CEO

Position Overview

An experienced Executive Administrative Assistant provides high-level administrative and operational support within a fast-paced, global organization. Acting as a trusted partner to senior leadership, this role manages complex scheduling, communications, and coordination across multiple time zones, ensuring executive priorities are organized and executed effectively.

This position requires exceptional judgment, discretion, and the ability to anticipate needs. The EA primarily supports the top executive while also collaborating with select senior leaders to enable enterprise-wide priorities. Success in this role means optimized executive time, well-prepared and productive meetings, and seamless communication across stakeholders.

Key Responsibilities

Executive Support & Priority Management

• Manage complex calendars, travel, and scheduling across multiple time zones
• Proactively anticipate conflicts and optimize time allocation
• Prepare agendas, briefing materials, and meeting summaries
• Track action items and ensure timely follow-up with stakeholders

Executive Communications & Coordination

• Serve as a primary point of contact with internal and external partners
• Draft and coordinate executive-level communications
• Manage sensitive correspondence with senior leaders and external stakeholders
• Handle confidential information with sound judgment and discretion

Meeting, Travel & Logistics Management

• Coordinate leadership meetings, executive offsites, and global forums
• Manage complex domestic and international travel arrangements
• Support preparation and logistics for board and leadership meetings
• Partner with senior leaders to ensure meetings are outcome-driven

Organizational & Project Support

• Support operating rhythms, cadence meetings, and leadership processes
• Organize documents, presentations, and reference materials
• Assist with special projects and transformation initiatives
• Continuously improve administrative systems and workflows

Relationship Management

• Build strong cross-functional and cross-regional relationships
• Represent senior leadership with professionalism, credibility, and discretion
• Act as a culture carrier within the organization

Qualifications

• 7+ years of experience supporting senior executives in complex organizations
• Experience in global or matrixed environments strongly preferred
• Strong organizational, communication, and time-management skills
• High attention to detail with the ability to manage competing priorities
• Proficiency with Microsoft Office, Outlook, Teams, and PowerPoint
• Ability to operate effectively across cultures and time zones
• High School diploma required, Undergrad preferred 

***Above details are subject to change.

This job description is intended to provide a general overview of the position and may not include all responsibilities or requirements.