Client’s Profile

They are a family-owned asset management company based in the Chicago area. This company prides itself on its commitment to delivering the most personalized level of service to every owner and client. They strive to offer hotel management services, lending solutions, acquisitions, and accounting expertise.

In addition to managing hotels for entrepreneurs, institutions, and private owners, they also own and operate a Portfolio of Hotels, Restaurants, and a Pharmacy & Medical Clinic.

What you should have

  • Must have at least five years of work experience as an Executive Assistant, Operations Assistant, Operations Manager, Administrative Manager or similar role
  • Must have remote/virtual working experience
  • Experience in Operations Management is required.
  • Experience in phone, email, and calendar management
  • Experience in booking travels/flights and planning itineraries
  • Background in the Hospitality Industry is a plus
  • Experience onboarding new remote team members is a plus.
  • Experience with Project Management and software like Asana, Trello, etc., is a plus.
  • Experience tracking personal expenses and basic bookkeeping is a plus
  • Excellent MS Office and Google Workspace knowledge
  • Outstanding organizational and time management skills
  • Excellent verbal and written communications skills
  • Discretion, confidentiality, and natural problem-solving skills
  • Can work independently and be resourceful.

What you’ll do

As an Executive Assistant, you will provide high-level administrative support for company leaders to ensure they can efficiently accomplish key tasks and company initiatives. You will assist two Executives simultaneously and help with operations management, meeting coordination, remote team supervision, reporting, and various administrative tasks. Responsibilities for the role include but are not limited to

  • Executive Support: Providing administrative assistance by covering required tasks as determined by two Executives.
  • Providing administrative assistance, such as writing and editing emails, drafting memos, and preparing communications on both Executive’s behalf.
  • Phone Handling: Inbound & Outbound
  • Meeting Management/Appointment Setting: Includes drafting agendas, meeting correspondence, scheduling, sending reminders, managing calendars, and taking minutes/notes at meetings.
  • Daily Check-in Meetings with both Executives for daily priorities, deadline reminders & project updates
  • Typing, compiling, and preparing reports, presentations, and correspondence
  • Electronic file management and Data Entry
  • Ordering Inventory 3x per week (every Sunday, Monday & Tuesday before 1 PM EST)
  • Verifying inventory counts 3x per week (every Monday, Tuesday and Wednesday)
  • Entering labor hours into the payroll system (bi-weekly on Wednesdays)
  • Personal Bookkeeping for both Executives
  • Personal errands: Buying gifts, Important Reminders
  • Booking travel and managing itineraries
  • Slack Super Admin: Managing remote employee channels, and check-in/check-out
  • Monitoring and tracking productivity of the remote employees
  • Acting as a liaison for remote staff correspondence with Executives
  • Creating processes where needed, and streamlining digital office processes

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