Executive Assistant

The tgin® Executive Assistant is responsible for providing high-level administrative support to the CEO and other senior executives. This role requires a proactive, detail-oriented professional who can manage schedules, coordinate travel, handle confidential communications, oversee office operations, and support executive initiatives. The ideal candidate will demonstrate excellent judgment, strong organizational skills, and the ability to handle multiple projects in a fast-paced environment. 

Key Responsibilities 

Administrative & Executive Support 

• Manage and maintain executive calendars, scheduling meetings, appointments, and corporate events. 
• Coordinate domestic and international travel, including flights, hotels, transportation, visas, and itineraries. 
• Draft, edit, and proofread correspondence, reports, presentations, and internal communications. 
• Attend meetings, record minutes, track action items, and ensure timely follow-up. 
• Read, analyze, and distribute incoming emails, memos, and reports. 
• Prepare agendas and manage logistics for meetings, including catering and venue setup. 
• Conduct research and compile reference materials for executive projects. 

Office & Operations Management 

• Oversee administrative duties to ensure seamless office operations. 
• Maintain office organization, filing systems, and supply inventory. 
• Handle expense reports, reimbursements, and bookkeeping tasks. 
• Ensure compliance with company policies and administrative procedures. 

Meeting & Event Coordination 

• Plan and execute company-wide meetings, training sessions, and executive off-site retreats. 
• Manage logistics, materials, and vendor relationships for corporate events. 
• Partner with HR on administrative initiatives such as recruitment, onboarding, and recognition programs. 
• Assist in planning and executing special projects across departments. 
• Coordinate cross-functional initiatives to ensure deadlines are met. 
• Research and compile relevant information to support executive decision-making. 

Confidentiality & Decision-Making 

• Handle sensitive company and personal information with discretion and professionalism. 
• Manage contracts, legal documents, and HR-related materials. 
• Assess and prioritize urgent matters, making informed decisions on behalf of executives. 
• Act independently to address and resolve administrative challenges proactively. 

Technology & Office Tools Proficiency 

• Utilize Microsoft Office Suite (Word, Excel, PowerPoint, Outlook). 
• Manage virtual meeting platforms (Zoom, Teams, Google Meet). 
• Utilize project management software (Asana, Trello, Slack) for task tracking. 

Required Skills and Abilities: 

• Exceptional attention to detail and organizational skills. 
• Strong time management abilities, prioritizing tasks effectively. 
• Excellent communication and interpersonal skills. 
• Proficiency in Microsoft Office and Google Suite. 
• High-level discretion in handling sensitive information. 
• Ability to work independently and solve problems proactively. 
• Strong calendar management and scheduling expertise. 
• Ability to manage multiple projects in a fast-paced environment. 
• Quick adaptability to new systems and processes. 

Education and Experience:  

• 6 years of experience supporting senior executives. 
• Associate degree required; Bachelor's degree preferred. 
• 2-5 years of administrative or office management experience. 

Physical Requirements: 

• Prolonged periods sitting at a desk and working on a computer. 
• Must be able to lift up to 15 pounds at times. 



Our office is located in Chicago, ½ block north of the United Center just west of Fulton Market