Executive Assistant in Hoffman Estates, IL at APEX Systems

Date Posted: 7/15/2018

Job Snapshot

Job Description

Job #:  858519

No Corp to Corp

Contract to Hire - Executive Assistant for the CEO/President of a Fortune 500 Software Company 


Job Description 

The Executive Assistant to the Founder and CEO is a demanding position with duties and responsibilities ranging from administrative duties, operational tasks and tactical execution to make decision making and management time more productive. The Executive Assistant’s ongoing work entails reviewing incoming correspondence, submissions and reports to determine their significance and to plan for their distribution. This position requires a strong and artful blend of skills to help run a high profile CEO’s office of a leading software company in the world.

Essential Duties and Responsibilities

  • General office management
  • Screening phone calls
  • Calendar coordination
  • Arrange complex commercial travel itineraries
  • Coordinate corporate aircraft itineraries
  • Expense management
  • Prepare executive presentations
  • Event planning
  • Organization of meeting agendas and preparation of meeting materials  
  • Prepare travel arrangements, expense reports, and all items needed to ensure the CEO’s successful focus on external relations and organizational growth
  • Plan, coordinate, and ensure the CEO’s schedule is followed and respected; acts in a “gatekeeper” capacity, creating win-win situations for direct access to CEO’s time and office
  • Draft acknowledgement and thank you letters, personal correspondence, and other tasks that facilitate the CEO’s ability to effectively lead the organization
  • Prioritize conflicting needs; handle all matter expeditiously, proactively, and follows through on projects to successful completion, often with deadline pressures

Skills and Qualifications

  • Bachelors’ Degree preferred
  • 7-10+ years’ of Admin Assistant experience 
  • Advanced and current computer skills & MS Office business applications
  • Excellent organizational skills
  • Impeccable written and verbal skills
  • Flexibility to handle changing schedules and priorities
  • Project coordination experience
  • Ability to prioritize and work well with all levels of management and staff, as well as outside clients and vendors
  • Service-oriented and a behind-the-scenes leader
  • Effectively manage multiple projects and tasks simultaneously
  • Ability to design, set up, and manage internal processes and protocols
  • Ability to manage collaboratively and thrive in a fast-paced, rapidly changing and often political environment
  • Possess a positive, can-do attitude and value continuous professional development
  • Possess good judgment, attention to detail, and a keen sensitivity and responsiveness to CEO needs and requests
  • Required to work beyond normal business hours
  • Work with a sense of urgency while applying a well-honed attention to detail










EEO Employer

Apex is an Equal Employment Opportunity/Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, age, sexual orientation, gender identity, national origin, disability, protected veteran status, or any other characteristic protected by law. Apex will consider qualified applicants with criminal histories in a manner consistent with the requirements of applicable law. If you have visited our website in search of information on employment opportunities or to apply for a position, and you require an accommodation in using our website for a search or application, please contact our Employee Services Department at employeeservices@apexsystemsinc.com or 844-463-6178.