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Early Warning® · 2 days ago

Executive Assistant

Chicago

Full-time

Hybrid

Senior Level

$32/hr - $39/hr

5+ years exp

Early Warning Services is a trusted name in payments, providing cutting-edge solutions to enhance the U.S. financial system. The Executive Assistant will provide senior level administrative support to executives and the senior leadership team, ensuring optimal business operations through effective management of calendars, travel arrangements, and sensitive communications.

Financial ServicesFraud DetectionPaymentsRisk Management

No H1B

Responsibilities

Provides administrative support to executives and senior leadership, anticipates needs and proactively executes support functions with a high degree of accuracy and efficiency

Manages executive calendars, coordinates travel arrangements, prepares expense reports and reconciles monthly credit card statements

Coordinates high visibility meetings with external and internal constituents requiring high degree of planning and execution

Attends Executive staff meetings, proactively keep leader and team on track

Handles sensitive and confidential material on a regular basis

Utilizes effective judgment in handling executive email, correspondence, calls, and requests; determines need for executive involvement; responds directly or routes to appropriate individual(s) as necessary

Develops and maintains Microsoft Word documents, PowerPoint decks and Excel spreadsheets documents

Takes personal ownership to coordinate projects and interact with and influence others to deliver expected results

Supports the company’s commitment to risk management and protecting the integrity and confidentiality of systems and data

Ensure the operational excellence of the office on a day-to-day basis, including ordering office snacks/beverages, managing catering, greeting/assisting guests, office communications, and planning events / team building activities

Manage office seating arrangements by partnering with technology to ensure desks are properly set up

Manage relationships with current vendors, source new vendors as applicable for all office operations including building management, cleaning, catering, shipping, office supplies, purchasing, installing furniture and equipment and office maintenance

Act as culture champion by partnering with leadership to uphold existing company traditions and values and find new ways to create a fun and collaborative office environment

Assist with local office moves, space planning and buildouts

Partner with the Workplace Safety Coordinator to ensure all safety measures are implemented and maintained for all return to office procedure related to Covid

Take a proactive approach to identifying opportunities and recommending or initiating actions to improve operations or avoid potential challenges

Qualification

Microsoft OutlookMicrosoft WordMicrosoft PowerPointExcelWebExMicrosoft TeamsOrganizational skillsAttention to detailWritten communicationVerbal communicationInterpersonal skillsTime managementConfidentiality

Required

High school diploma or GED equivalent

Minimum 5 years related administrative work experience with a minimum of 3 years experience supporting senior level management

Must be highly organized with strong attention to detail

Excellent written and verbal skills, with the ability to effectively edit and proofread

Sound judgment and time management to manage multiple priorities

Advanced proficiency in Microsoft Outlook, Word, and PowerPoint with intermediate Excel skills. Proficient with efficiency tools like WebEx and Microsoft Teams

Strong interpersonal skills and high level of professionalism to interact with all levels of internal and external contacts

Background and drug screen

Preferred

Bachelor's degree

Five or more years of prior executive assistant experience supporting senior level leaders

Ability to take action and make decisions with little to no direction

Ability to insert oneself appropriately

Proven ability to maintain confidentiality and use appropriate discretion

Ability to coordinate projects requiring cross-functional interactions and influence

Take a proactive approach to identifying opportunities and recommending or initiating actions to improve operations or avoid potential challenges

Benefits

Healthcare Coverage – Competitive medical (PPO/HDHP), dental, and vision plans as well as company contributions to your Health Savings Account (HSA) or pre-tax savings through flexible spending accounts (FSA) for commuting, health & dependent care expenses.

401(k) Retirement Plan – Featuring a 100% Company Safe Harbor Match on your first 6% deferral immediately upon eligibility.

Paid Time Off – Unlimited Time Off for Exempt (salaried) employees, as well as generous PTO for Non-Exempt (hourly) employees, plus 11 paid company holidays and a paid volunteer day.

12 weeks of Paid Parental Leave

Maven Family Planning – provides support through your Parenting journey including egg freezing, fertility, adoption, surrogacy, pregnancy, postpartum, early pediatrics, and returning to work.