Job Description

Overview We are seeking an experienced and highly trustworthy Administrative Assistant to serve as a strategic right hand to the CEO of an award winning branding, PR, and digital content marketing firm in Chicago. This is a mission-critical role that blends executive support, HR operations, office management, and culture leadership. You will drive day-to-day coordination across people, processes, and priorities to ensure the CEO operates at peak effectiveness—and the company does too. This is not a behind-the-scenes role. It is central to our leadership team and requires someone with impeccable integrity, natural optimism, and exceptional follow-through. The ideal candidate brings a can-do spirit, shows up with enthusiasm, energizes others, and finds solutions with a smile—no matter the obstacle. You should be tech-savvy, emotionally intelligent, and capable of managing sensitive information with discretion and care. Honesty and accountability are non-negotiable. This role demands absolute integrity, airtight confidentiality, and the maturity to handle confidential, business-critical matters responsibly and respectfully. Core Responsibilities Executive Operations & Calendar Management Manage the CEO’s calendar with precision, including scheduling, rescheduling, and coordinating logistics. Monitor conflicts proactively and communicate updates throughout the day. Ensure all meetings are scheduled with clear subject lines, descriptions, supporting documents, and access links. Set the standard for responsiveness and detail in all calendar and meetings communications. Travel, Affiliations, and Events Coordinate CEO and team travel, prioritizing efficiency and cost. Manage all business memberships, board appointments, conference registrations, and speaker logistics. Handle bios, logos, headshots, and paperwork for speaking engagements; prep CEO accordingly. Track and submit all related payments and confirmations. Office & Facilities Management Oversee office access, supplies, contracts, subtenants, and landlord relations. Manage tech setup, badge creation, mail pickup, VoIP systems, and kitchen/meeting room needs. Ensure the CEO’s home office is functional and properly supported. Negotiate low-cost, high-quality hospitality for client meetings. HR Coordination & People Operations Lead recruiting: post jobs, screen candidates, schedule interviews, and maintain documentation. Oversee onboarding, reviews, offboarding, employee files, and complaint resolution. Collaborate with Finance Operations to ensure seamless payroll and benefits setup. Innovate around team engagement, inclusion, and workplace satisfaction. Culture Building & Internal Communication Be a visible culture carrier—cheerful, high-energy, and committed to building a positive work environment. Plan monthly team events, office celebrations, and morale-boosting activities. Champion internal communication that motivates, aligns, and respects every team member. Actively seek feedback through surveys and partner with leadership to prioritize action. Personal & Family Logistics (as Needed) Support with CEO’s personal calendar, forms, and external scheduling on a case-by-case basis when needed. Ensure work and home logistics are coordinated with minimal disruption. Who You Are Deeply Honest and Discreet: You manage sensitive information with maturity, maintain complete confidentiality, and hold yourself to the highest standards of personal and professional integrity. Positive and Energetic: You lead with joy. You’re upbeat, unflappable, and radiate optimism even under pressure. You’re a natural motivator—people feel better after speaking with you. Highly Organized and Accountable: You don’t miss deadlines, overlook details, or drop balls. You see what’s needed before it’s asked and consistently follow through. Tech-Savvy and Resourceful: You are comfortable with scheduling tools, cloud storage, productivity platforms, and digital coordination. You leverage technology to drive efficiency. Service-Oriented and People-First: You treat every person with respect, no matter their title. You're generous with your time, focused on helping others succeed, and model professional warmth. Benefits Compensation for this role is $55 - $60K plus full benefits. #J-18808-Ljbffr Lucas James Talent Partners

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