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Executive Assistant & Board Liaison

Skokie, IL · Administrative

The Executive Assistant (EA) is an important member of the organization and will provide direct administrative support to the Chief Executive Officer and will also act as a liaison to the Board of Directors. This is an in office position in Skokie.  

The EA will be an administrative professional who is flexible, discrete, and able to handle confidential information, manage time sensitive projects and be an adept problem-solver. They will have excellent written and oral communication skills, superb attention to detail, strong calendar management and excellent scheduling skills with the ability to manage extremely busy schedules, travel arrangement organization, meeting coordination, project management and creating and drafting documents.

Job Duties
• The EA provides administrative support the Chief Executive Officer with additional
support to team members if time allows.
• Acts as a liaison to the Board of Directors, prepares materials for Board meetings and
assists with other Board related matters as needed.
• Schedules and organizes a heavy calendar of continually evolving meetings and outside
activities involving multiple participants in a fast-paced environment.
• Creates materials, documents, presentations, and reports in support of the CEO and
• Manages complex travel arrangements, ensuring detailed itineraries are accounted for,
confirmations are maintained, and advance materials are coordinated.
• Manages work deadlines and schedules and is proactive in meeting them, and in
anticipating needs related to the meeting of those deadlines.
• Organizes, answers, and directs written correspondence and calls.
• Works both independently and as part of a team on projects; handles matters quickly,
proactively, and with follow-through to successful completion.
• Drafts, formats, and proofreads materials for spelling, grammar, layout, and
typographical errors.
• Creates materials in PowerPoint.
• Organizes and locates documents stored electronically and in paper files on a continual
• Prepares expense reports and manages and tracks expenses through the
reimbursement process.

Minimum Education and Experience
• High School Diploma required, associates or bachelor’s degree preferred.
• 8+ years of office administrative experience.
​​​​​​• Excellent knowledge of office administration procedures and the operation of standard
office equipment, systems, and programs.
• Excellent attention to detail.
• A self-starter, who can be self-directed, manages well through ambiguity, yet consults
• A creative and calm problem solver.
• Superior proficiency in a variety of computer software applications (including Outlook,
Microsoft Word, Excel, PowerPoint, PDF).
• A high level of communicative and interpersonal skills, and the ability to handle
discreetly sensitive and confidential matters.
• The ability to manage multiple projects and interruptions with ease.
• A strong and proven work ethic, high energy, and outstanding organizational skills.
• Strongly collaborative personality.
• Analytic ability to gather and summarize data
SmartHire, Inc. offers Contingency Search, Retained Search, Recruitment Process Outsourcing RPO and On-Demand Hourly recruiting.

SmartHire focuses in Legal, Engineering, Medical or Healthcare, Human Resources, Communications/Public Relations, Information Technology, Finance & Accounting, Biotechnology, Non-Profit, Marketing and Sales.   

For more information on SmartHire, please visit our website at www.smarthireinc.com.

SmartHire Inc., 1 E Erie St, Suite 525-2573, Chicago, IL 60611

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