Executive Assistant to CEO

Executive Assistant to the CEO page is loaded## Executive Assistant to the CEO locations:
Chicago, ILtime type:
Full time posted on:
Posted Todayjob requisition :
JR100730

Whether you’re a seasoned construction professional or looking to bring your expertise to a new area, we welcome you to join our team and make an impact!

Job Purpose:

The Executive Assistant to the CEO is responsible for managing the schedule and communication of the CEO. Their duties include prioritizing emails and phone calls, gathering documents to prepare for meetings, and coordinating travel arrangements. In addition, this individual is responsible for the day-to-day administrative responsibilities required to back up the CEO to save them time and ensure the productivity and efficiency of their role.

Essential

Skills:

· Performs CEO’s administrative duties, including drafting routine and confidential correspondence, drafts, reports, minutes, speeches, and emails, and organization of CEO’s schedule.
· Coordinates the C-Suite calendar with all board members, department leaders, office leaders, and practice leaders 18 months in advance.
· Arranges CEO travel and meetings; maintains itineraries and agendas; books other transportation; arranges lodging and meeting accommodations in accordance with the Clune travel policy.
· Assists in preparation for Board of Directors, Executive Management Committee, and Senior Leadership and Departmental Leader meetings including event briefing materials for CEO.
· Manages and tracks the CEO’s professional and personal commitments, ensuring mutual obligations are monitored and followed up on as needed to support priorities and accountability..
· Serves as a trusted, confidential sounding board to the CEO, providing an objective perspective and offering an additional layer of insight and review on key decisions, communications, and initiatives.
· Translates strategic priorities into clear operational plans by establishing cadence, structure, and workflows that ensure execution. Coordinates and schedules priority check-ins, maintains an operating rhythm for the executive team, and operationalizes ideas by driving follow-through from concept to implementation.
· Promotes organizational focus by helping define priorities, facilitating planning processes, and ensuring alignment around the CEO’s goals, rationale, and expected outcomes. Steps in during ambiguity or complexity to bring structure, resolve issues, and create clarity, enabling the CEO to maintain strategic focus.
· Supports executive decision-making by gathering relevant data, synthesizing options, outlining risks and trade-offs, and provides well-reasoned recommendations. Acts as both an individual contributor and a coordination point, ensuring decisions are documented, communicated, and executed with accountability and follow-through.

Technical

Skills:

· Prepares and submits expense reports for the CEO ensuring that correct budgets are charged for CEO expenses.
· Coordinates invoice processing including, charitable contributions, tickets, and other new or one-time invoices.
· Sorts and prioritizes the CEO’s mail and email to reduce, as much as possible, clutter
· Coordinates and schedules appointments for the CEO.
· Maintains calendars and arranges meetings.
· Coordinates day-to-day operations effectively in a fast-paced corporate environment.
· Sorts and prioritizes the CEO’s mail and email to reduce, as much as possible, clutter.
· Prioritizes conflicting needs, handle matters expeditiously, proactively, and follow- through on projects to successful completion, often with deadline pressures.
· Answers telephone questions or directs the caller to the appropriate associate.
· Provides constant support to the CEO with various projects and tasks.
· Prepares CEO for all meetings; virtual or in-person.
· Performs other office duties that include ordering supplies and maintaining online databases.
· Maintains CEO calendar by planning and scheduling meetings, conferences, and travel.

General

Skills:

· Maintain absolute confidentiality
· Excellent communication and organizational skills
· Creative problem solving and practical time management skills
· Internal controls,…