Executive Assistant

Crain Communications

Chicago, IL 60601

•

4 hours ago

•

No application

About

Description

We are seeking a highly organized, proactive, and resourceful Executive Assistant to provide dedicated support to senior leaders while also handling select office coordination tasks. This role is focused on executive support, with secondary responsibilities to ensure smooth office operations and occasional event support.

Key Responsibilities:

Provide direct administrative support to senior leaders.
Manage complex calendars, schedule internal and external meetings, and coordinate client interactions.
Arrange domestic and international travel logistics, including itineraries and accommodations.
Prepare, process, and reconcile expenses in Concur.
Draft and manage correspondence, presentations, and reports as needed.
Maintain discretion and confidentiality while managing sensitive information.
Anticipate executive needs and proactively resolve issues to ensure efficiency.
Act as liaison with building management for maintenance and repair requests.
Oversee vendor relationships (e.g., office supplies, coffee/water service).
Monitor kitchen and office supply levels; restock and order as needed.
Coordinate visitor access and ensure a welcoming environment.
Assist with catering requests for client meetings and internal gatherings.
Provide onboarding support for new employees (workspace readiness, building orientation, badge setup).
Support occasional employee engagement events/initiatives and share office-wide updates.

Qualifications:

At least 3 years of experience as an Executive Assistant working in a professional office setting.
Demonstrated experience in office management or coordination.
Strong organizational and multitasking skills with keen attention to detail.
Excellent written and verbal communication skills.
Proficiency with MS Office Suite, Workday, and Concur (or similar systems).
Ability to maintain confidentiality and exercise sound judgment.
Flexible, proactive, and solutions-oriented mindset.
Ability to lift/move up to 30 pounds as part of office coordination responsibilities.
Ability to work traditional office hours, with occasional availability outside of those hours to support onsite events (advance notice provided).

This position is exempt under the Fair Labor Standards Act and is not eligible for overtime pay.

Pay Transparency Disclosure:
The estimated salary range for this position is $80,000 to $100,000.

The final salary offering will take into account a wide range of factors, including experience, accomplishments and location. The salary range provided should not be considered as a salary limit or cap. In addition to base salary, Crain also offers competitive benefits including retirement plan savings contributions and bonus opportunities based on individual and company performance.

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About Crain Communications:

Crain Communications is a leading business news and information company with a portfolio of 24 media brands that provide indispensable coverage and data for professionals globally and across sectors, including advertising, automotive, finance, healthcare, staffing, and workforce solutions. Many of Crain’s brands are the most influential media properties in the industries and communities they serve, including Ad Age, Automotive News, Pensions & Investments, Modern Healthcare, Staffing Industry Analysts, as well as Crain’s regional business brands. For more than a century, our dedication to deep sector expertise and journalistic integrity has enabled us to provide trusted insights across all our platforms, empowering today’s business leaders to make industry-shaping decisions. To learn more about Crain Communications, visit

crain.com

Environmental Demands

Where you work matters. The job posting will provide specific information on where and when your amazing work would be performed. Employee work location is determined by the needs of the specific team and may include on-site, hybrid or remote. Employee work location is subject to change.

An “in-office” role would require the employee to come into the office most days with occasional flexibility to work remotely if tasks can be performed elsewhere and if the manager approves.
A “remote” role would allow an employee to work from a home office that is in one of the states Crain does business in. We can only employ a remote / "work from home" employee if they reside in one of these states: AZ, CA, CO, FL, GA, IL, MD, MA, MI, MN, NV, NY, NC, OH, OR, TN, TX, VA, WA, WI, and Washington, DC.
A “hybrid” role would be a mix of in-office and remote work. There may be a specified schedule for coming into the office or it could be at the discretion of the employee with the manager’s approval, subject to change.
Employees who live within a reasonable commute distance from a Crain office are expected to work on-site 3 days per week.

Many positions will also include work done in “the field.” Depending on the role, this may include conducting in-person interviews, attending work-related events, meeting with sources or clients. Specifics will be noted in the job posting but are subject to change as a role evolves. Employees may be exposed to adverse environmental conditions, specifically during field work. Other typical job functions are performed under conditions such as those found in general office work.

Travel to cover news stories/events, meetings with clients, and to our geographically separated offices may be required. It is the nature of many positions to experience non-standard working hours and be on-call when needed for responding to email, meeting with clients, attending work-related events, story development or breaking news. Most employees perform work Monday through Friday, although early-morning, evening or weekend shifts may be required. Work schedule and travel requirements are subject to change as a role and needs evolve over time.

Physical Demands
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of many Crain jobs and are subject to change.

Physical activities will include frequent in-person or virtual interactions. For most positions, it is essential to be able to remain at a desk/computer workstation for prolonged periods, perform computer-related tasks, and create/maintain documents within filing systems. Must have close visual acuity to perform an activity, such as preparing and analyzing reports and information, transcribing, viewing a computer terminal, or extensive reading. The typical physical requirements are light work—exerting up to 25lbs of force occasionally and/or up to 10lbs of force frequently and may include climbing, pushing, standing, hearing, walking, reaching, grasping, kneeling, stooping, and repetitive motion. Some positions will have additional physical requirements, including exerting up to 50lbs of force to move and/or carry equipment, supplies, files, or other materials as the role requires.

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential job functions and meet the environmental and physical demands of the role.

Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities The contractor will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or (c) consistent with the contractor’s legal duty to furnish information. 41 CFR 60-1.35(c)

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