Gurney Brothers Construction Looking for Executive Assistant/Office Manager at Chicago, IL Full Time

We are looking for an Executive Assistant to join our team and support the company’s Managing Partners. In addition to being an organized and resourceful individual, you will also bring your strong communication skills and attention to detail across all projects.

The ideal candidate must have the ability to work in a fast-paced and fun environment, sometimes under pressure, remaining calm, proactive, resourceful, and efficient. Multi-tasking is a must, and a high level of professionalism and confidentiality is essential for this position. This is a hands-on job requiring top-notch admin work plus an aptitude to liaison between the Partners, clients, key executives, and employees when necessary.

Location: Currently remote with anticipated in-person set up within Illinios-based office (mid-city) for “hybrid” schedule this year which is subject to change based on pandemic conditions.

Responsibilities:

The Executive Assistant is responsible for managing and answering the administrative needs of the Managing Partners daily as follows:

Executive Support

• Organize and coordinate the Partners’ daily calendars—scheduling all calls/virtual meetings and appointments (meals, meetings, and more), itineraries, and handling special events and invitations.
• Assist in answering the firm’s mainline and direct calls as needed to staff, rolling calls, and managing call sheets.
• Manage and arrange local and global travel for Partners.
• Proactively consider needs related to calendar and travel and work to resolve any scheduling conflicts.
• Host calls and virtual meetings.
• Prep partners for calls and meetings under the direction of the Chief of Staff.
• Manage scheduling and logistics for key internal events such as staff meetings, and internal executive meetings.
• Handle giftings, thank-yous, and more.
• Update and maintain contacts database
• Research and book restaurant, and events ideas, and be proactive to enhance relationships with point people.
• Other administrative duties as needed.

Future Office Management Upon Return to Office

• Open office and prepare for executive arrival.
• Receive visitors and screen incoming calls to determine priority trafficking.
• Serve as the key point of contact for main office vendors, such as maintenance, mailing, supplies, and equipment repair.
• Monitor and maintain inventory of necessary office supplies; order supplies as needed to keep basic supplies stocked, and fulfill special requests from staff.

Other Support

• Track, update, and manage subscriptions, logins, passwords, and all sensitive information as instructed.
• Accommodate client requests, inquiries, and concerns as directed.
• Light personal assistant duties for the two Managing Partners to include booking personal appointments, dinner reservations, car services, travel, errands/pick-ups, etc.

Requirements:

• A career passion for business and/or entertainment.
• A minimum of 2-3 years of experience as Executive Assistant.
• Candidate must be proficient in using Apple MacBook Pro and Microsoft Office including Word, Excel, PowerPoint & Outlook, and Google’s suite of tools as well as video conferencing programs including Zoom, WebEx, Teams, Skype, and more.
• First-rate written and verbal communication skills are a must.
• Excellent attention to detail and organization.
• Ability to interact professionally with all levels of management, employees, clients, and high-profile external parties.
• Possess the ability to prioritize and manage competing requests with a solution finder mindset.
• Maintain strict confidentiality standards.
• Loves technology, pop culture, social media trends, fashion, and overall enjoys “water cooler discussions.”

Job Types: Full-time, Part-time, Contract, Temporary, Internship

Pay: $128,341.00 – $149,231.00 per year

Benefits:

• 401(k)
• Dental insurance
• Health insurance
• Paid time off

Schedule:

• 8 hour shift
• Monday to Friday

Ability to commute/relocate:

• Chicago, IL: Reliably commute or planning to relocate before starting work (Required)

Experience:

• Microsoft Excel: 1 year (Preferred)
• Microsoft Powerpoint: 1 year (Preferred)

Work Location: One location