Hoerr Schaudt Landscape Architects · 23 hours ago
Executive Administrative Assistant
Chicago, IL
Full-time
Onsite
Mid, Senior Level
$65K/yr - $80K/yr
6+ years expHoerr Schaudt Landscape Architects is seeking a highly organized and proactive Executive Assistant to support their partnership team. The role involves managing calendars, handling correspondence, arranging travel, and ensuring efficient communication between partners and stakeholders.
Graphic DesignReal EstateResidential
Responsibilities
Manage partners' calendars and schedules, including arranging appointments and meetings
Handle incoming and outgoing correspondence, including emails, letters, and calls
Prepare reports and presentations for meetings and presentations
Support partners with quarterly goals and other small projects as requested
Ensure completion of all tasks with high focus on prompt follow-through
Anticipate partners' needs and proactively handle administrative tasks
Conduct research and compile data for executive decision-making
Handle personal tasks and errands as requested
Handle requests and queries appropriately
Act as a liaison between partners, teams, clients, vendors, and external stakeholders
Coordinate client meetings and events, ensuring a smooth experience
Ability to acknowledge the sensitivity and maintain privacy of internal partner and leadership coordination
Ensure partner and leadership dialog in sensitive matters held in confidence
Arrange travel itineraries, including flights, accommodations, and ground transportation
Prepare travel agendas (often with input from other team members), necessary documents, and expense reports
Share the partners’ travel agendas with other team members for coordination
Ensure travel plans align with partners' schedules and preferences
Maintain accurate records and files, both electronic and physical
Ensure information confidentiality and data protection
Share opportunities to streamline processes and improve efficiency
Implement best practices in administrative support
Stay updated on industry trends and administrative tools to enhance job performance
Qualification
Required
Proven experience as an executive or administrative assistant or similar administrative role
Excellent MS Office knowledge and proficiency and Adobe Suite, specifics experience with InDesign and PowerPoint
Outstanding organizational and time management skills
Ability to multitask and prioritize daily workload
Discretion and confidentiality
Strong communication skills, both written and verbal
A proactive approach to problem-solving with strong decision-making skills
Bachelor's degree in business administration or relevant experience
Experience in a business environment
Expertise in project management tools and software
Experience managing and coordinating requests from multiple staff
Preferred
Knowledge of EOS and the supporting platform (Bloomgrowth) is a plus but not required
Benefits
Health benefits
Paid time off
401(k)
To/from office commute paid
Parking provided
Opportunities for career growth within a dynamic and expanding company
Company
Hoerr Schaudt Landscape Architects
Hoerr Schaudt Landscape Architects is a Landscape architect in Chicago, Illinois
51-200 employees
Funding
Current Stage
Growth StageLeadership Team
Carroll Conway
Partner
Doug Hoerr
Founding Partner
Company data provided by crunchbase