Executive Assistant To CEO

Location: Chicago, IL

Department: Executive Office

Type: Full Time

Min. Experience: Experienced

Summary

The Executive Assistant (EA) position requires experienced, detail-oriented, deadline-driven administrative support and coordination to the CEO of a global consulting firm.  Additionally, the EA should be organized, politely assertive, articulate professional who can interact effectively with the CEO and other executives, as well as with the firm’s current and prospective clients, and work collaboratively with his/her colleagues.  The position requires clarity of thought, exemplary communication skills and tactfulness, superior organizational skills, ability to be discreet, ability to manage complex and competing priorities, strong customer service orientation, strong character, and flexibility.  The ideal person for the job is someone who responds positively to work challenges and proactively solves problems.  The EA’s primary responsibility is to support the CEO.  This will quite often require late evenings and weekends.  In supporting the CEO, the EA will manage various administrative duties, including but not limited to: calendars and appointments, inbound and outbound calls and messages, coordination of constantly changing travel logistics, handling of files and correspondence, and providing client support materials for travel. 

Key Responsibilities:

  • Calendar Management:  Manage all aspects of CEO’s calendar for internal and external meetings, with particular attention to the details of the CEO’s schedule.  This requires initiative and appropriate discretion with the CEO and his clients and requires careful tracking of commitments, prioritizing client requests, and accommodating daily changes to the schedule.  The objective is to keep the CEO on track in the midst of competing demands and shifting priorities.
     
  • Travel Coordination and Client Scheduling.  Work closely with vendors to schedule all aspects of travels, including air and ground transportation and logistics, hotel accommodations. The EA will also manage constantly changing schedule regarding client meeting locations and agendas. This requires detailed knowledge of meeting and accommodation locations and travel times as well as the CEO’s and his clients’ preferences and expectations.  The objective is the same as above; keep the CEO on track – and his clients satisfied – in the midst of competing demands and shifting priorities.  This task will require regular “travel meetings” with the CEO about client appointments and commitments.
     
  • Files and Document Management:  Create and maintain a system whereby relevant client engagement information is complete, thorough, well-documented, organized, and easily accessible.  This requires anticipating needs for research and analysis in advance of meetings, collecting and filing information returned following client visits, and identifying and taking initiative on follow-up items.  The objective is to ensure that the CEO is fully prepared on all occasions, that client and other information is captured following all consulting activities, and that follow-up items are recognized and completed in a timely fashion.
     
  • Communications.  The CEO needs to be fully and appropriately informed at all times.  This requires discretion, sound judgment, and a grasp of the priorities.  Because of the CEO’s extensive travel, through a priority-item communication tool, e-mail, and telephone contact, the CEO must be kept informed and reminded of appropriate action items regarding the management of the firm and client projects.  The EA will convey instructions and information from the CEO to other staff and clients upon request, request information on their behalf, including information related to personnel and budget matters of the highest confidential nature.  The EA will effectively communicate not only the message, but the intent and appropriate tone and level of urgency.
     
  • Mail and E-mail Management:  The EA will read and track all CEO e-mail traffic, flagging items for follow up with the CEO and/or the sender and use intelligence gleaned from e-mail to better anticipate shifts in priorities, scheduling, etc.  Prioritize and ensure that all incoming correspondence and mail requiring action or attention is acted upon in a timely manner.  Redirect requests to others as appropriate. Keep track of multiple high-level projects to report on their status and ensure completion.
     
  • Telephone Calls:  Answer, screen, and route incoming calls for the Executive Office. Troubleshoot, make referrals to issues raised or identified. 
     
  • Time and Expense Reporting:  Collect receipts and calendared time from CEO; prepare and submit client time and expense reports on his behalf.
     
  • Other duties as assigned.

Minimum Qualifications

  • Bachelor's degree (or equivalency)
  • 5 + years’ experience in providing senior administrative support to highly mobile C-level executive(s) and/or Senior Consultants   
  • Demonstrated experience with extensive travel scheduling, systems, coordination, airline rules regarding upgrade, etc.
  • Demonstrated experience with Microsoft Suite (Word, Excel, PowerPoint, and Outlook) and some experience with SharePoint and CRM
  • Able to quickly and effectively extract necessary information to complete an assignment at the level expected by executive management 
  • Demonstrated organizational and project management skills, including the ability to manage multiple projects and competing and constantly changing priorities in a fast-paced, deadline-driven environment.
  • Time and task management skills
  • Superb interpersonal communication skills, including impeccable verbal and written communication skills, exceptional proofreading and copyediting skills
  • Proactive, self-starter capable of advanced planning and ability to anticipate the needs of busy executives
  • Analytical and research skills strongly desired
  • Results orientation with high expectations for quality and accuracy
  • Flexibility and willingness to handle new and different tasks
  • Ability to adapt to and adopt the preferences of the CEO
  • Strong customer service orientation and commitment to meeting deadlines
  • Ability to exercise sound judgment; critical thinker, communicative, and consultative problem solver

About GG+A:

Employee Benefits include medical, dental, vision, life insurance, flexible spending account, long-term care insurance, short- and long-term disability, 401(k) with employer match, transit benefits, health club reimbursement, pet insurance, paid time off (PTO) and 9 holidays plus a day off for your birthday.

GG+A embodies a high-performance culture. It is client-centric and committed to responding swiftly to client needs and requirements. It is a challenging environment that seeks intelligent, self-motivated individuals who are achievement-oriented. The firm’s strategy is to continue to grow, serving a widening constituency of non-profits, especially in the sectors of Higher Education, Academic Healthcare, Independent Schools, Arts and Culture, and selected institutions in the human services and national and global charities.

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