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Executive Assistant

TA Resources LLC
Libertyville, IL Full Time
POSTED ON 2/4/2025
AVAILABLE BEFORE 5/5/2025

At TA Resources we've re-imagined traditional staffing and HR outsourcing with Small Businesses in mind. Focusing on what makes our clients unique we match them with the talent they need to continue to grow. We are currently searching for an Executive & Personal Assistant for our client located in Libertyville, IL. Our client aspires to be focus-oriented, customer driven, positioned as the top tier mid-market fragrance solution. We consider ourselves to be a truly unique company whose employees will continue to complement existing personnel and represent the goals and values of the organization.

Job Description :

This is a dynamic and demanding role providing comprehensive executive support to a highly active CEO of a thriving organization. The ideal candidate will be a proactive, highly organized,

and resourceful individual with exceptional problem-solving skills and the ability to anticipate needs. This role requires a high degree of discretion, confidentiality, and the ability to manage complex schedules and priorities in a fast-paced environment. The CEO travels domestically 1-2 times per week, requiring meticulous travel arrangements and seamless communication. This position necessitates a degree of personal support, acknowledging the CEO's role as a working parent.

Job Responsibilities :

  • Provides high-level administrative support and assistance to the CEO, such as writing and editing emails, drafting correspondence and preparing communications on the CEO’s behalf.
  • Complex Calendar Management : Manage the CEO's extremely dynamic calendar, scheduling meetings, appointments, and travel arrangements with meticulous attention to detail, considering time zones, travel logistics, and personal commitments. Proactively anticipate scheduling conflicts and propose solutions.
  • Domestic Travel Coordination : Arrange all aspects of domestic travel, including booking flights, hotels, ground transportation, managing itineraries, and preparing travel documents. Monitor travel plans for changes and proactively communicate updates.
  • Meeting Preparation and Follow-Up : Prepare meeting materials, presentations, and agendas. Attend meetings as needed to take minutes and track action items. Follow up on outstanding tasks and ensure timely completion.
  • Communication Management : Screen and manage incoming calls, emails, and correspondence. Draft and edit correspondence, reports, and presentations. Act as a liaison between the CEO and internal and external stakeholders.

Personal Support :

  • Manage personal appointments, errands, and tasks as needed, understanding the demands of the CEO's role as a working parent. This may include scheduling appointments for her son, coordinating with school or extracurricular activities, running personal errands, making dinner reservations, etc.
  • Handle personal correspondence and communications as directed.
  • Provide discreet and professional support for personal matters as requested.

    • This will be handled with utmost discretion and sensitivity.

  • Project Management : Manage special projects as assigned by the CEO, ensuring timely completion and adherence to deadlines.
  • Expense Reports and Budget Management : Prepare and reconcile expense reports. Assist with budget tracking and management.
  • Information Management : Organize and maintain electronic and paper files, ensuring easy access to information.
  • Gatekeeping : Act as a gatekeeper to the CEO, managing access and ensuring efficient use of her time.
  • Problem Solving : Proactively identify and resolve potential issues and challenges.
  • Maintaining Confidentiality : Handle sensitive information with the highest degree of confidentiality and discretion.
  • Performs additional duties as assigned by the CEO
  • Provide support to other executives, if requested by the CEO.
  • Please note this job description is not designed to cover or contain a comprehensive list of duties or responsibilities required of the employee for this job. Duties and responsibilities for this job, may change at any time without notice.

    • Education and Experience :

  • High school diploma or GED required.
  • A minimum of 2-3 years prior administrative experience required.

    • Skills :

  • Proven experience as an Executive Assistant supporting C-level executives, preferably in a fast-paced and demanding environment.
  • Experience as a Personal Assistant to a high-net-worth individual or senior executive is highly preferred.
  • Exceptional organizational skills and meticulous attention to detail.
  • Excellent communication and interpersonal skills, both written and verbal.
  • Strong problem-solving and decision-making abilities.
  • Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
  • Experience with travel booking and management tools.
  • Ability to work independently and manage multiple priorities simultaneously.
  • High level of discretion, confidentiality, and professionalism.
  • Ability to anticipate needs and proactively take action.
  • Flexibility to adapt to changing priorities and schedules.
  • Experience supporting a working parent is a plus.
  • Personal Attributes :
  • Proactive and resourceful
  • Highly organized and detail-oriented
  • Excellent communicator and interpersonal skills
  • Discreet and trustworthy
  • Adaptable and flexible
  • Calm under pressure
  • Positive attitude and strong work ethic
  • Discretion, empathy, and a high level of emotional intelligence.

    • Technology / Software :

  • Proficient in MS Office, MS Excel and MS PowerPoint in particular.

    • Compensation :

  • 70k-90k annually

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