Executive Assistant / Office Assistant

Global Electronics Association seeks an Executive Assistant / Office Assistant based in our Bannockburn, IL office. This hybrid role (3 days in-office) with a dual reporting relationship to the CFO and Executive Assistant to the CEO/President and provides support to the Executive VP Team while also serving as the primary office support point person. The ideal candidate is a proactive, highly organized professional who can manage confidential information, coordinate cross-functional activities, and ensure smooth day-to-day office operations including mail handling, supplies ordering, facilities coordination, and liaison duties between the office and the Association. This role is well-suited for a junior-to-mid-level assistant ready to grow or a seasoned assistant who brings a complete, polished skill set.

Apply below after reading through all the details and supporting information regarding this job opportunity.

Essential Duties and Responsibilities

• Attend executive meetings, take detailed notes, and prepare draft minutes and summaries.
• Coordinate executive-to-executive meetings with external corporate leaders as needed
• Manage calendars for 6 executives, including prioritization and sequencing of meetings.
• Arrange domestic and international travel; support visas/passports; prepare and reconcile expense reports.
• Manage sensitive/confidential documents.
• Execute special projects that improve organizational effectiveness; assist executive team with project tasks as needed.
• Coordinate with the Executive Assistants to the CEO/President to ensure alignment and coverage.
• Serve as the primary point person between the Bannockburn office and the Association for facilities, administrative coordination, and general office needs.
• Handle incoming and outgoing mail and packages; manage shipping/receiving.
• Partner with Purchasing colleague to order and maintain office supplies; track inventory and ensure cost-effective purchasing.
• Coordinate office services (meeting room setups, catering, visitor logistics, equipment maintenance).
• Support onsite events and meetings (room scheduling, materials preparation, AV coordination).
• Proactively remove low-value tasks from executive to-do lists to maximize focus.
• As trust develops, may handle sensitive, time-critical tasks to reduce distractions.
• Represent executives professionally in all interactions; respond promptly to internal and external stakeholders.
• Draft and proofread correspondence, presentations, and documents.

An individual in this position must be able to successfully perform the essential duties and responsibilities listed above. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions of this position.

Requirements

• Professionalism and Service Orientation: Pleasant, upbeat, and courteous; represents executives and the organization professionally.
• Organization and Follow-Through: Manages multiple tasks, tracks assignments, and delivers reliably.
• Initiative: Self-starter who anticipates needs and acts without constant direction.
• Responsiveness and Teamwork: Prompt, collaborative, and supportive across teams and levels.
• Analytical Ability: Comfort with financial, technology, and logical problem-solving.
• Communication: Strong written and verbal skills; grammar and spelling expert.
• Discretion: Handles confidential information with integrity and judgment.

Minimum Qualifications

Education: College Degree

Experience and/or Training: At least 3 years Administrative/Executive Support/Office work experience.

Technology/Equipment: Expert with MS Office (Outlook, PowerPoint, Word); strong phone and conferencing systems usage.

Preferred Qualifications

Education: Bachelor's preferred.

Experience and/or Training: Project management experience preferred; business exposure a plus.

Training provided as needed.

Licenses/Certificates: Notary public a plus; valid passport; valid driver’s license.

Technology/Equipment: MS Office expert and technology savvy; quickly learns new systems (mobile devices, CRM, etc.); uses mobile tools efficiently.

Physical and Mental Demands

The employee is occasionally required to stand and/or walk. The employee must occasionally lift and/or move up to 25 pounds, including moving office supplies and packages. xhqgsiq

Working Environment

Location: Bannockburn, IL office; hybrid schedule of 3 days per week in-office.

Travel: Occasional travel Association meetings, events, annual trade show, and up to two Board meetings per year (generally