Executive Assistant (Finance)

Edelman is a voice synonymous with trust, reimagining a future where the currency of communication is action. Our culture thrives on three promises: boldness is possibility, empathy is progress, and curiosity is momentum.

We are in relentless pursuit of an equitable and inspiring workplace that is respectful of all, reflects and represents the world in which we live, and fosters trust, collaboration, and belonging. Consistent with this approach, we hire the best qualified candidates for all positions.

This is a hybrid position, requiring 4 days per week in our Chicago office.

We are seeking a highly skilled and organized Executive Assistant to join our administrative team and serve as a strategic partner to Edelman leadership. The successful candidate will provide high-level administrative and organizational support and play a crucial role in ensuring efficiency and detail in managing schedules, travel arrangements, meetings and interactions, and will ultimately empower the executive to be more valuable, focused, and impactful to the business.

Responsibilities include, but are not limited to:

• Calendar Management: Scheduling appointments, meetings, and travel arrangements, ensuring optimal use of the executive's time.
• Travel Arrangements: Organizing and managing travel itineraries, including flights, accommodations, and transportation. Approaches travel with an eye toward productivity, efficiency, and seamlessness.
• Expense Management: Tracking and managing expenses, ensuring accuracy and adherence to company policies. Provides full and continuous confidence to the executive that expenses are being submitted and reimbursed quickly and without issue.
• Communication Support: Assisting in the coordination and management of communications - including emails, calls, and messages - in partnership with the executive to ensure timely and effective stakeholder engagement.
• Meeting Coordination: Preparing agendas, materials, and logistics for meetings, as well as taking minutes and tracking action items, ensuring that meetings are effective, time is well spent, and action items are captured. Manage conference room set-up and food/beverages for in-person meetings.
• Project Support: Assisting with the planning, execution, and follow-up of various projects, ensuring deadlines are met. Complete special projects as assigned.
• Document Preparation: Drafting and editing documents, presentations, and reports, maintaining high standards of accuracy and clarity.
• Confidentiality: Maintaining discretion and confidentiality when handling sensitive information.

Basic Qualifications:

• A Bachelor's degree or equivalent work experience.
• At least 7 years of administrative experience.

Preferred Qualifications:

• Excellent communication skills: Both written and verbal, enabling effective communication with internal and external stakeholders.
• Attention to Detail and Professionalism: Consistently produces high-quality, polished work and ensures all materials and interactions reflect our brand, standards, and commitment to excellence.
• Brand-Conscious Communication: Represents the executive and company with care, ensuring every touchpoint - whether client-facing or internal - is clear, professional, and aligned with our values.
• Resourcefulness and Initiative: Navigates challenges with creativity and persistence, applying sound judgment, tech savvy, and know-how to get things done efficiently and effectively.
• Anticipatory Mindset: Looks ahead to anticipate needs, next steps, and potential roadblocks - ensuring the executive is prepared and one step ahead.
• Strong organizational skills: Ability to manage multiple tasks, prioritize effectively, and maintain a high level of organization.
• Proficiency in office software: Including Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other relevant tools.
• Time and project management: Ability to manage multiple tasks and projects, prioritize tasks, manage time effectively, and meet deadlines.
• Problem-solving skills: Ability to identify and resolve issues independently and efficiently.
• Discretion and confidentiality: Maintaining confidentiality when handling sensitive information.
• Sense of urgency: Operating with an appreciation for timeliness and ability to prioritize based on the executive's focus and goals.
• Ability to work efficiently in a fast-paced environment: Prior experience working in a medium-to-large agency highly preferred.
• Customer service orientated: Demonstrates a proactive, responsive, and solution-oriented approach in supporting internal and external stakeholders.

$60,000 - $120,000 a year

#LI-JLF

An employee's pay position within the salary range will be based on several factors including, but not limited to, relevant education, qualifications, certifications, experience, skills, seniority, geographic location, performance, travel requirements, revenue-based metrics, any contractual agreements, and business or organizational needs. The range listed is just one component of DJEH's total compensation package for employees. Other rewards may include annual bonuses, a Paid Time Off policy, and region-specific benefits.

DJEH offers a wide range of benefits: medical and dental insurance, vision, 401K, life insurance, disability insurance, paid time off, travel assistance and wellness programing.

DJEH is proud to be an equal opportunity employer and believes in diversity, equity, and inclusion. We seek applications from all qualified candidates without regard to race, color, gender, sex, age, religion, physical or mental disability, military and veteran status, or any other basis protected by federal, state or local law. If you require a reasonable accommodation in any part of the employment process, please let us know.