Sr Executive Administrative Assistant

Sr Executive Administrative Assistant

The Senior Executive Administrative Assistant to the Chief Financial Officer (CFO) and General Counsel (GC) provides comprehensive, high-level administrative and operational support to the Finance and Legal executive offices. This role supports all facets of the executive offices by performing a wide range of administrative, operational, and coordination duties required for the efficient day-to-day functioning of the departments. The position requires exceptional discretion, sound judgment, and the ability to manage highly confidential and time-sensitive matters independently.

What you will do:

• Provide proactive and comprehensive administrative support to the CFO and General Counsel, including maintaining complex calendars, scheduling meetings, coordinating logistics, and ensuring executives are fully prepared with required materials and information.
• Manage daily communications for the CFO and GC, including screening telephone calls, processing incoming correspondence, drafting and reviewing written communications, and handling sensitive inquiries with professionalism and discretion.
• Provide total departmental and executive office support, with a primary focus on confidentiality, security, and responsible management of sensitive company and executive information.
• Maintain departmental files, schedules, and records, and support office organization, maintenance, and readiness.
• Research, coordinate, and process complex travel arrangements for the CFO, GC, and related department leadership through the corporate travel agency. Coordinate and schedule all travel associated with the corporate jet, maintaining accurate records and ensuring compliance with internal policies.
• Serve as the primary liaison with the aircraft management company, chief pilot, and the Office of the President regarding scheduling, logistics, and documentation.
• Process and administer all executive expenses through the Concur Expense Reporting System, including auditing, tracking, and supporting timely and accurate submissions.
• Serve as system administrator and point of contact for executive expense-related matters.
• Oversee vendor coordination and service providers supporting the Finance and Legal departments, including facilities, maintenance, security, and office services, ensuring executive offices remain customer-ready at all times.
• Maintain related documentation and service schedules.
• Process and maintain all aspects of Corporate activities. Including coordination of services and payment for personal properties of the Office of the President, processing and maintaining company and personal car information (license plates, stickers, maintenance, etc).
• Supervise and oversee the receptionist function, ensuring professional front-office operations, appropriate coverage, and a positive first point of contact for internal and external stakeholders.
• Collaborate closely with other Senior Executive Assistants across the organization to ensure alignment of practices, cross-coverage support, and consistent executive service delivery.
• Identify opportunities to improve administrative processes, workflows, and service delivery to enhance efficiency and executive support.
• Perform additional duties and responsibilities as required to support executive offices and organizational needs. Work additional hours as necessary to meet business demands.

What you will need:

• Bachelor's degree
• 5-7+ years of experience providing high level administrative support to C-suite executives in a corporate environment.
• Accounting or banking experience preferred.
• Ability to work under pressure, meet tight deadlines, and adapt quickly to changing priorities.
• Ability to be available for occasional work outside of regular office hours.
• Advanced proficiency in Microsoft Office applications (Word, Excel, PowerPoint, Outlook) with exceptional attention to detail and accuracy.
• Demonstrated ability to handle highly confidential, sensitive, and time-critical information with discretion, integrity, and professionalism.
• Excellent written, verbal, and interpersonal communication skills with strong executive presence.
• Experience coordinating large-scale meetings, executive events, or board-related activities.
• Experience with expense management systems such as Concur.Proactive in anticipating executive needs and following up on action items with minimal direction.
• Proven experience coordinating complex travel logistics, managing vendors, and supporting executive-level operations.
• Strong organizational, planning, and prioritization skills with the ability to work independently and manage competing priorities.

Why you'll love working here:

• Inclusive Culture: YOU Belong at Sloan. At Sloan, we are committed to fostering an inclusive and diverse workplace where diverse backgrounds and perspectives are embraced and celebrated.
• Growth Opportunities: We invest in our employees' professional development with ongoing training and career advancement opportunities.
• Innovative Projects: Be part of exciting projects that push the boundaries of technology and have make a real difference in the world.
• Compensation: The compensation range for this U.S.-based position is $85,950 to $95,500 annually. This position is eligible to participate in the company incentive plan.
• Benefits: Comprehensive Health Coverage, Financial Security, Convenient Commuter Benefits, Wellness Support, Retirement Savings, Generous Time Off, Work-Life Balance, Employee Referral Program, Professional Development, Community and Networking.
• We Are Proud Partners With the Chicago Cubs We are a Legacy Partner of the Chicago Cubs and we are proud to be the organization's official water efficiency partner!