Executive Assistant

Integrated Project Management Company, Inc. (IPM) is a business consulting firm that advises on and leads the execution of companies’ most complex initiatives. We are headquartered in Burr Ridge, IL with offices in Boston, Parsippany, Minneapolis, St. Louis, Los Angeles, and San Francisco. IPM is an organization that delivers results that exceed our clients’ expectations, while fostering a supportive, collaborative, and enthusiastic team environment.

The Executive Assistant serves as a primary resource for the CEO and Internal Board at IPM, assisting as requested on projects ranging from scheduling, support of marketing and public relations activities, data compilation, and other liaison activities with prospective and existing clients, vendors, or contacts of any kind. Professionalism, confidentiality, and the ability to confidently communicate with executive level individuals and other Executive Assistants are critical requirements.

As the Office Supervisor, the EA is responsible for ensuring the efficiency of office operations (e.g. phone, copying, supplies) across the company. The EA delegates responsibilities among the Office Administration (OA) staff to ensure housekeeping and safety standards are maintained, and expenses managed within budget. Corporate event planning is also managed by the OA staff.

PRIMARY RESPONSIBILITIES AND DUTIESSupport the business development efforts of the CEO including appointment follow-up, research, electronic filing, organization of business development correspondence, and effectively utilize software, such as Salesforce.Prepare meeting agendas; monitor and respond to emails, schedule meetings, setting location, time, and appropriate duration, identifying, inviting, and confirming participants, determining facility arrangements when required.Prepare travel arrangements and associated expense reports.Act in a “gatekeeper” capacity, creating win-win situations for direct access to CEO’s time.Provide assistance on CEO's projects related to external Board memberships and philanthropic activities.Serve as a “sounding board” for the CEO to gauge the tone and intent of communications, as well provide perspective on decisions.Work closely with the CEO to keep him well informed of upcoming commitments, responsibilities, and appropriate follow up; draft acknowledgement and thank you letters, personal correspondence, and other tasks that facilitate the CEO’s efficiency; prioritize conflicting needs and follow through on projects to successful completion.Develop and manage annual office expense budgets.Research and recommend memberships in special interest groups to support business development strategies.Develop company staff meeting PowerPoint presentations for CEO, in collaboration with Communications team. Office Supervisor responsibilities:Office and employee supervision; assign and regulate clerical functions; delegate responsibilities among the staff consisting of the Corporate Meeting & Event Planner and the Office CoordinatorOrchestrate development and promote retention by developing strong relationships, fostering individual and team accomplishments, and rewarding top performanceEnsure office standards (e.g., housekeeping, safety, security, etc.) are met and communicate deficiencies to appropriate personnel; coordinate any issues with building and site conditions with building manageEnsure IPM's corporate facility and grounds reflect the company's high quality standard and brand. Work in concert with the building manager to ensure this consistency.Perform other duties as assigned. REQUIRED SKILLS AND KNOWLEDGE Excellent communication, diplomacy, and interpersonal skillsAbility to apply ethical and moral deliberation in all decisions.Excellent software skills including Word, Excel, Outlook, and PowerPoint. High aptitude to learn additional software, including Salesforce.Demonstrated strong organization and prioritization skills.Excellent writing and proofreading skills.Demonstrated work ethic, integrity, and professional conduct.Displayed ability to lead and contribute in a team environment.Ability to work in a hectic, fast-paced environment and handle deadlines and frequent interruption.

REQUIRED EDUCATION AND EXPERIENCEBachelor’s degree Experience working as an Executive Assistant.A minimum of ten years fast-paced office environment experience, including reporting to a senior management position.