We are seeking a highly organized, proactive, and professional Executive Assistant to support both the Global CEO and Global COO. The ideal candidate will be responsible for managing a wide range of administrative tasks, maintaining confidentiality, and acting as an effective partner to the executives. This role requires strong organizational skills, attention to detail, excellent communication, and the ability to work under pressure in a fast-paced global environment with a distributed workforce.
**This is a work from home opportunity; however this associate must reside in Chicago, IL and will be asked from time to time to work out of the office.
Key Responsibilities:
Executive Support:
- Provide high-level administrative support to the Global CEO and Global COO, including calendar management, meeting coordination, and email correspondence.
- Act as the primary point of contact for internal and external communications, handling inquiries, requests, and prioritizing responses.
- Manage and prioritize incoming requests, ensuring urgent matters are addressed in a timely manner.
- Prepare and review Keynote and PowerPoint presentations, reports, and other documents for executive meetings and business reviews.
- Manage timely expense reports and receipts in accordance with expense policies and procedures in the expense management platform.
Calendar & Travel Management:
- Oversee complex global calendars, scheduling meetings across time zones, and anticipating scheduling conflicts.
- Coordinate detailed travel arrangements, including flight bookings, accommodations, transportation, and itineraries for domestic and international travel.
- Timely handling of expense reports and maintenance of accurate expense records for the CEO and COO.
Meeting & Event Coordination:
- In concert with other EAs, plan and organize executive meetings, board meetings, and other key events, including preparing agendas, taking minutes, and following up on action items.
- Assist with the coordination of internal and external events, including conferences, team off-sites, and leadership summits.
- Manage and stay on budget as required.
Project Management & Research:
- Support executives with special projects, providing research, data analysis, and key insights to inform decision-making.
- Track progress on key initiatives and ensure deadlines are met.
Communication & Liaison:
- Serve as a liaison between the CEO, COO, and other key stakeholders, including clients, leadership teams, and external partners.
- Draft and edit communications on behalf of the executives, ensuring clarity and professionalism.
- Maintain confidentiality and discretion at all times when dealing with sensitive information.
Other Duties:
- Oversee shared office management tasks, including managing supplies and ensuring the smooth operation of the Chicago shared office.
- Assist with ad-hoc administrative duties as needed to support the broader leadership team.
Qualifications:
- Bachelor’s degree or equivalent experience in business administration or a related field or combination of education and relevant experience.
- Minimum of 7 years of experience as an Executive Assistant, with at least 4 years as a direct support to CEO or President level executives; preferably multiple executives support.
- Experience in a global company, working across multiple time zones and cultures.
- Exceptional organizational and multitasking skills, with the ability to manage competing priorities.
- Excellent written and verbal communication skills.
- Strong proficiency in Microsoft Office, Google, MOS (Word, Excel, PowerPoint, GSuite) and other collaboration tools.
- High level of discretion and confidentiality is crucial
- Ability to anticipate needs, take initiative, be proactive, and problem-solve independently.
- Flexibility and willingness to work outside standard business hours, when necessary, to accommodate global schedules.
- Occasional travel may be required.
Preferred Skills:
- Experience in supporting senior leadership in a fast-paced, high-growth environment.
- Proficiency in other languages is a plus.
- Familiarity with project management tools and techniques.
Compensation and Benefits:
- Competitive salary commensurate with experience.
- Comprehensive health benefits, 401(k) matching, and other perks.
Billups is committed to equal employment opportunity regardless of race, color, ancestry, religion, sex, national origin, sexual orientation, age, citizenship, marital status, disability, gender identity, or Veteran status. We strive to achieve a diverse, equitable, and inclusive workplace.
We are committed to supporting the onboarding, growth, and engagement of employees who choose to work remotely permanently. For team members who seek to work in-office, where local regulations allow, we can provide an experience that supports in-person social interaction and collaboration in our current hub cities of Chicago, London, Malaysia, and Amsterdam.
Respectfully, please no third-party recruiters.
