Overview
Payroll Clerk – Facilities Management Admin Jobs in Chicago, IL at University of Illinois
Basic information
Job Name:
Executive Assistant, Executive Office
Location:
New York/OVA
Line of Business:
Executive Office
Job Function:
Executive Office
Date:
Wednesday, April 16, 2025
Position Summary
The Second Executive Assistant (EA) to the CEO supports both the CEO and the broader Office of the CEO team. This role requires exceptional judgment, flexibility, and discretion, with a focus on calendar management, meeting and travel coordination, logistics, task tracking, and administrative support. This EA works in close partnership with the Senior EA and Chief of Staff to ensure seamless operations and support for the CEO and Executive Office.
Responsibilities
Executive Office Expectations:
Supporting the Executive Office demands flexibility, discretion, and a commitment to excellence. While the standard working hours for this role are 9:00 a.m. to 6:00 p.m., flexibility is paramount. The Executive Assistant must adjust work hours based on the CEO’s needs, including arriving early or staying late for important events such as earnings releases, board meetings, or town halls.
This role is based five days a week in the office and reflects the essential day-to-day nature of supporting the CEO and the broader Executive Office team. Importantly, in office presence is mandatory whenever the CEO, or Senior Executive Assistant (Senior EA) are working in person or as directed by your manager. While the EA in this seat will provide secondary support to the CEO, the individual will be responsible for providing executive assistance to the Chief of Staff to the CEO.
Vacation requests must be carefully coordinated with the COS and Senior EA and planned around the schedules of the key stakeholders within the EO to ensure continuous support coverage.
Primary Responsibilities:
Calendar & Scheduling Support
Serve as secondary support for calendar management for the CEO, collaborating closely with the Senior EA.
Coordinate calendar management and scheduling for select Office of the CEO team members, including support for COS (e.g., calendar, travel, and conference registrations).
Meeting Coordination & Confirmation
Pre-confirm internal attendance and speaker participation for upcoming meetings, ensuring clarity and completeness.
Share confirmed attendance updates with the Executive Office team during weekly meetings or designated check-ins.
Assist with meeting preparation and follow-up as needed.
Travel Coordination
Support coordination for complex executive travel, hotels, ground transport, and detailed itineraries.
Cater to executive preferences and ensure seamless transitions across all travel touchpoints.
Document Preparation & Printing
Prepare and print the CEO’s weekly materials
Coordinate the collection, formatting, and delivery of all print and prep materials.
Office & Meeting Support
Serve as backup gatekeeper for incoming calls and requests, using sound judgment to prioritize appropriately.
Provide administrative support for in-person meetings, including guest greeting and coordination.
Engage IT and Office Services to ensure a high-quality, professional office and home-office environment.
CRM & Systems Management
Leverage tools such as DealCloud (CRM) to manage contacts, calendar data, and task workflows
Expense Management
Complete and submit expense reports, track reimbursements, and ensure timely follow-up on outstanding items.
Qualifications
Education & Certificates
College degree strongly preferred
Professional Experience
Minimum of 5 years of experience supporting C-suite Executives
Background in financial services is strongly preferred
Excellent Microsoft Office Skills (Outlook, Word, Excel, PowerPoint)
Competencies & Attributes
Ability to work independently with strong follow-through skills
Excellent communication skills – both verbal and written
Flexibility to juggle moderate degree of multiple and changing priorities
Resourcefulness in executing projects
Collaborative/teamwork attitude and skills a must
Maintain confidentiality and discretion in all aspects of role
Benefits/Compensation
The compensation range for this role is specific to New York City and takes into account a wide range of factors including but not limited to the skill sets required/preferred; prior experience and training; licenses and/or certifications.
The anticipated base salary range for this role is $125,000 to $135,000.
In addition to the base salary, the hired professional will enjoy a comprehensive benefits package spanning retirement benefits, health insurance, life insurance and disability, paid time off, paid holidays, family planning benefits and various wellness programs. Additionally, the hired professional may also be eligible to participate in an annual discretionary incentive program, the award of which will be dependent on various factors, including, without limitation, individual and organizational performance.
Due to the high volume of candidates, please be advised that only candidates selected to interview will be contacted by The Carlyle Group.
Company Information
The Carlyle Group (NASDAQ: CG) is a global investment firm with $441 billion of assets under management and more than half of the AUM managed by women, across 636 investment vehicles as of December 31, 2024. Founded in 1987 in Washington, DC, Carlyle has grown into one of the world’s largest and most successful investment firms, with more than 2,300 professionals operating in 29 offices in North America, Europe, the Middle East, Asia and Australia. Carlyle places an emphasis on development, retention and inclusion as supported by our internal processes and seven Employee Resource Groups (ERGs). Carlyle’s purpose is to invest wisely and create value on behalf of its investors, which range from public and private pension funds to wealthy individuals and families to sovereign wealth funds, unions and corporations. Carlyle invests across three segments – Global Private Equity, Global Credit and Investment Solutions – and has expertise in various industries, including: aerospace, defense & government services, consumer & retail, energy, financial services, healthcare, industrial, real estate, technology & business services, telecommunications & media and transportation.
At Carlyle, we believe that a wide spectrum of experiences and viewpoints drives performance and success. Our CEO, Harvey Schwartz, has stated that, “To build better businesses and create value for all of our stakeholders, we are focused on assembling leadership teams with the strongest insights from a range of perspectives.” We strive to foster an environment where ideas are openly shared and valued. By bringing together teams with varied expertise and approaches, we enjoy a competitive advantage and create a stronger foundation for long-term success.
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Title: Payroll Clerk – Facilities Management Admin
Company: University of Illinois
Location: Chicago, IL
