Overview
Executive Assistant Jobs in Rosemont, IL at Hirewell
Title: Executive Assistant
Company: Hirewell
Location: Rosemont, IL
Reporting directly to the Director of Administration, the Executive Assistant provides executive, administrative, and development support to the Chief Operating Officer, Chief Financial Officer, and Chief Technology Officer.
The ideal Executive Assistant can navigate complex calendaring and travel, prep and coordinate executive meetings, and execute a variety of cross-functional projects. As a trusted member of the team, you will be a confidante on topics related to strategy, growth, operations, prioritization, and feedback. You will be a key stakeholder in both confidential and high-visibility projects across the Leadership Team.
This role requires a team player with an all-hands-on-deck mentality, stepping in wherever needed and leveraging your expertise to identify and drive value through administrative and project support. Flexibility, professionalism, excellent organizational abilities, and strong communication skills are essential for managing multiple tasks and supporting both daily responsibilities and complex projects in a fast-paced environment.
This position follows a hybrid work model, with three days onsite (Tuesday through Thursday) at our Rosemont HQ office.
WHAT YOU’LL DO:
Provide comprehensive administrative support to the COO, CFO, and CTO, managing a wide range of tasks, including maintaining active calendars (personal and professional), preparing expense reports, drafting correspondence, and organizing complex travel arrangements, including itineraries and meeting documents.
Act as a communication liaison on behalf of the Executive Team, ensuring smooth coordination of logistics for high-level internal and external meetings. Facilitate collaboration across the Executive Leadership Team (ELT) and Management Leadership Team (MLT), including scheduling and planning strategic initiatives.
Serve as the administrative point of contact for the Product & Operations and Accounting & Finance senior management teams, managing meeting logistics, compiling and distributing materials, and ensuring timely follow-up on action items.
Continuously seek opportunities for process improvement, proactively suggesting and implementing more efficient workflows to enhance executive operations.
WHAT YOU’LL NEED:
3-5 years of executive-level support and/or administrative assistant experience.
Proactive and detail-oriented mindset, with the ability to manage priorities and meet deadlines in a dynamic environment.
Professional communication and discretion, engaging effectively with stakeholders and maintaining confidentiality.
Organizational skills to manage tasks and support executives, ensuring follow-up on open items.
Team player with a flexible, all-hands-on-deck mentality, willing to assist the Executive and Administrative team members as needed.
Proactive approach to administrative tasks, offering solutions as needed.
Proficient in MS Office Suite (Word, Excel, Access, PowerPoint, Outlook).
