Executive Assistant

Description

Position Summary:

ORBA is searching for a well-organized Executive Assistant to support its firm leadership and the Executive Board. This role will coordinate and manage executive schedules, organize meetings, prepare strategic materials and plans, and support the Board with the preparation of agendas, materials, and minutes. This role serves as the eyes and ears for the CEO and COO, connecting departments, projects and critical business information to the CEO, COO and Executive Board, ensuring meetings and materials are efficient and effective. The Executive Assistant is a trusted partner to deliver against project deadlines and priorities of the business.

Depending on the candidate, this role can offer either a hybrid model with flexible hours or an in-office model at ORBA’s Chicago office.

What we offer:

• Flexible summer hours and convenient downtown Chicago location
• Dress for your day attire (jeans in the office and appropriate attire at clients)
• Discounted gym membership
• Mentoring and Leadership Development Programs
• Fun firm sponsored social events
• Generous paid time off and holiday time
• Competitive compensation package and a broad range of insurance programs
• Hybrid work schedule

Qualifications

Responsibilities:

• Anticipate the needs and use discretion when setting priorities to keep the CEO and COO updated and aware of meetings, agendas, travel, upcoming events, incoming emails & letters, situations relating to the administrative office, employees, and visitors
• Work closely with the CEO and COO to maintain project plans, track progress and deliverables for firm wide initiatives
• Manage and maintain the CEO and COO’s calendars as well as a firm-wide calendar
• Organize large meetings or events which may include multiple departments of the organization
• Schedule, generate and distribute reports to key business partners to track performance and organizational metrics
• Prepare and distribute agendas., meeting minutes and other supporting documentation for committee, department, ORBA wide meetings or frequent CEO/Director meetings
• Provide administrative assistance such as editing emails, drafting memos, and preparing communications on behalf of the CEO, COO and Executive Board
• Research matters and content for the CEO, COO and Executive Board
• Maintain comprehensive and accurate records and hold stakeholders responsible for accurate data entry and maintenance
• Track the employee onboarding process and coordinate activities with individuals and departments
• Serve as a back-up to the Receptionist
• Other duties, as assigned

Education and Experience:

• Associates degree required; Bachelor’s degree preferred
• A minimum of 5 years of experience as Administrative Assistant or Executive Assistant preferred
• Microsoft Word, Excel, PowerPoint, Outlook
• Practice Management System experience preferred
• Excellent written and verbal communication skills
• Time-management skills
• Ability to pay attention to detail
• Organization skills
• Ability to multitask
• Ability to protect confidential information
• Willingness to adapt to changes

Salary : $55,000 - $69,700