tms · 1 day ago
Executive Assistant
Chicago, IL
Full-time
Hybrid
Mid, Senior Level
$80K/yr - $95K/yr
5+ years exptms is a company that unites technology, marketing, and sourcing to drive transformational change for leading brands. The Executive Assistant will be a trusted partner to senior leaders, managing complex calendars, facilitating communication, and supporting strategic projects to ensure the business operates efficiently.
AdvertisingBusiness DevelopmentMarket ResearchMarketing
Responsibilities
Be the face of the office by welcoming guests, coordinate catering, and ensure meeting spaces are set up for success
Manage logistics for gifts, food, and deliveries with precision and professionalism
Flexibility is key: be ready to step in on-site beyond standard guidelines when business needs demand it
Be the Gatekeeper & Guardian by protecting executives’ time, managing complex calendars, prioritizing strategically, and resolving conflicts
Coordinate domestic and international travel, including documentation like passports and visas
Manage expense reporting with accuracy and compliance, ensuring smooth financial processes
Handle essential operational tasks such as purchase orders and timesheets
Drive the planning and flawless execution of large meetings and events—create agendas, coordinate content, manage technology, and run virtual sessions on Microsoft Teams like a pro
Take ownership of professional gatherings, conferences, and team events, including vendor negotiations and logistics
Keep information flowing: maintain files, manage SharePoint and Teams sites, and ensure accurate communication across platforms
Organize and publish key documents, notes, and updates to keep stakeholders informed and aligned
Act as a trusted partner and backup for other Executive Assistants, fostering a collaborative team environment
Challenge the status quo; identify opportunities to streamline processes and implement improvements that drive efficiency and impact
Go beyond the basics by anticipating needs, solving problems before they arise, and adding value beyond the original ask
Support strategic projects, team engagement initiatives, and executive communications, including PowerPoint development and light content creation
Qualification
Required
5+ years providing top-tier executive support or in similar high-impact roles – we recognize excellence comes in many forms, if you have less than 5 years' experience, we encourage you to apply
Exceptional written and verbal skills to convey ideas with clarity and confidence
Self-starter with a solution-oriented and ambitious mindset
Ability to handle sensitive, confidential information with absolute integrity
Willingness to step in outside standard hours when the mission calls
Strong proficiency in Microsoft Office and virtual meeting management (Teams is a must)
Organized & Detail-Obsessed: You thrive on creating order and efficiency in a fast-paced environment
Proactive Problem-Solver: You anticipate needs and act before being asked. You bring suggestions with you rather than just asking what to do
Continuous Improver: You're not afraid to challenge the status quo and suggest better ways of working
Preferred
Experience with Netsuite, Airtable, CoPilot, or other automation tools is a big plus
Benefits
Generous medical, dental, vision and other great benefits
Paid parental and medical leave programs
401(k) with a company match component and profit sharing
15 days of paid time off plus company holidays
Hybrid work model
Tuition reimbursement and student loan repayment assistance
Inclusive employee resource groups
Company
tms
tms unites technology and marketing and sourcing to drive transformational change for the world’s leading brands.
1001-5000 employees
H1B Sponsorship
tms has a track record of offering H1B sponsorships. Please note that this does not
guarantee sponsorship for this specific role. Below presents additional info for your
reference. (Data Powered by US Department of Labor)
Distribution of Different Job Fields Receiving Sponsorship
Represents job field similar to this job
Trends of Total Sponsorships
2024 (2)
Funding
Current Stage
Late StageLeadership Team
Chuck McDonough
Chief Financial Officer
James Eby
Sr. Vice President, Chief Creative Officer
Company data provided by crunchbase