Job Description

Position Highlights:

• Full-time, On-site position
• Location: Chicago, IL
• Salary: $90K-$110K annually
• Generous benefits package

Company Overview:

Our client is recognized for its well-coordinated, solution-driven approach to construction and represents a diverse portfolio of clients and projects. Our firm is responsible for building and restoring bold, history-making structures, as well as countless properties that subtly define and serve our communities. We never shy away from rolling up our sleeves, focusing on the drawings and getting the job done, but we also place a premium on looking up and around, making sure to keep perspective on the total scope of our clients’ needs and motivations.

Position Overview:

We are seeking an experienced and highly skilled Executive and Personal Assistant to provide comprehensive administrative and personal support to a senior executive. This role requires exceptional organizational skills, discretion, and the ability to manage complex responsibilities with minimal supervision. The ideal candidate will be able to develop a strong rapport with the executive as well as the broader team.

What You Will Be Responsible For:

Executive Support

• Manage and prioritize executive calendar, scheduling meetings, appointments, and travel arrangements.
• Screen and manage all incoming communications, including emails, calls, and correspondence.
• Prepare meeting agendas, materials, and follow-up documentation.
• Coordinate and manage relationships with key stakeholders, clients, and business partners.
• Handle confidential information and sensitive matters with complete discretion.
• Prepare reports, presentations, and other business documents as needed.

Administrative Management

• Oversee office operations and ensure smooth daily workflow.
• Manage filing systems, both digital and physical, ensuring easy retrieval of important documents.
• Process expense reports and manage budget tracking for executive activities.
• Coordinate with other departments and external vendors as required.

Personal Support

• Manage personal calendar and coordinate family/personal appointments.
• Arrange personal and some family travel, accommodations, and itineraries.
• Handle personal correspondence and communications.
• Coordinate household management tasks and vendor relationships.
• Manage personal errands and logistics as needed.

Philanthropic Support

• Coordinate and organize small philanthropic events, including venue selection, catering, and guest management.
• Prepare the executive for nonprofit board meetings by researching agenda items, compiling background materials, and organizing relevant documents.
• Conduct philanthropic outreach on the executive's behalf, including initial contact with nonprofit organizations and community leaders.
• Maintain relationships with key philanthropic contacts and organizations.
• Research potential charitable giving opportunities and prepare summary reports.
• Manage philanthropic calendar and coordinate volunteer commitments.

What You Bring to the Role:

Experience & Skills

• Minimum 5+ years of experience as an executive assistant supporting C-level executives.
• Proven track record of managing complex calendars and competing priorities.
• Advanced proficiency in Microsoft Office Suite, Google Workspace, and calendar management systems.
• Excellent written and verbal communication skills with the ability to represent the executive professionally.
• Strong project management and organizational abilities.
• Experience with travel coordination and event planning.
• Experience coordinating philanthropic activities, nonprofit board support, or charitable events preferred

Personal Attributes

• Exceptional attention to detail and accuracy.
• High level of professionalism and executive presence.
• Ability to maintain strict confidentiality and exercise sound judgment.
• Proactive problem-solving approach with the ability to anticipate needs.
• Flexibility to adapt to changing priorities and urgent requests.
• Cultural sensitivity and the ability to interact with diverse stakeholders.

Preferred Qualifications

• Bachelor’s degree or equivalent professional experience.
• Experience supporting executives in a professional or family office setting.
• Experience with high-net-worth personal management.

Compensation, Benefits, and Job Structure:

This is a full-time, on-site role offering an annual salary between $90,000 and $110,000, along with a comprehensive benefits package.

Job Tags

Similar Jobs