Executive Assistant

Office

Chicago

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The Executive Assistant provides executive-level support and is responsible for performing a number of administrative duties for management. The EA also works with the office’s Studio Assistants, providing back up support as necessary.  The EA is highly self-motivated, professional, and capable of managing their work load and prioritizing tasks in a fast-paced corporate environment.

 

Primary Duties and Responsibilities

  • Provide comprehensive administrative support to up to 10 Principals
  • Manage and maintain complex Outlook calendars for Principals, coordinating internal and external meetings and making last minute adjustments when necessary
  • Maintain Principal learning units for transcript through American Institute of Architects (AIA)
  • Process expense reports and monthly credit card statements
  • Assist in the planning and set up for company-wide events and communications
  • Act as point of contact between executives and employees/clients
  • Book all-encompassing domestic and international travel logistics for Principals; manage on-line bookings with travel agency through Concur
  • Negotiate and maintain corporate accounts with local hotels
  • Manage Principal’s publication subscriptions
  • Schedule and coordinate large team and cross-functional meetings
  • Assist in recruiting and onboarding efforts
  • Assist in the coordination of quarterly Board Meetings
  • Maintain an electronic filing and tracking systems for multiple projects.
  • Create reports, spreadsheets and correspondence, as directed
  • Assist in the coordination and follow up of special events including logistics, program planning, site visits
  • Organize department files and coordinate projects as needed.
  • Assist in covering Reception, as needed

 

Essential Skills/Attributes

  • High energy necessary for working in a fast-paced environment.
  • Excellent grammar, writing, communication and organizational skills.
  • Excellent typing skills, proficiency in Windows, MS Office Word, Excel, PowerPoint and extensive knowledge of Outlook.  Familiarity with Newforma is preferred.
  • Ability to work with many different people and be a team player as well as respond quickly to various demands.
  • Ability to multi-task, prioritize, deal with deadlines, and handle last-minute changes is essential.
  • Willingness to assist other support staff functions when requested.
  • Proactive, open to making suggestions and receptive to altering practices to streamline functions.
  • Availability to work overtime with occasional availability on weekends when required.
  • Physical ability to perform moderately strenuous, routine office-related tasks and duties with or without accommodation.
  • Must be highly customer focused, self-motivated, proactive and strong attention to details.

 

Qualifications

  • Bachelor’s Degree required
  • 5-7 years’ experience as an Executive Assistant in a professional, entrepreneurial, environment supporting senior management
  • Excellent oral and written communication skills, proofing skills required
  • Highly organized and ability to multi-task
  • Advanced knowledge MS Office Suite
  • Ability to manage multiple tasks and stress while maintaining a professional demeanor.
  • Must possess high degree of professionalism, discretion and ability to maintain confidentiality

 

Perform Other Duties as Assigned

The above constitutes a general description of the Senior Studio Assistant job duties as of the publication date.  SCB reserves the right to alter job duties and assignments and to assign additional and/or alternative duties from time to time in its sole discretion.