We are seeking a highly capable and professional Executive Assistant to serve as a strategic right-hand to two senior leaders at a dynamic Real Estate Development firm. This is a unique opportunity to shape and elevate the support function thoughtfully.
This is a highly visible and trusted role assisting well-respected leaders across business, political, nonprofit, and community initiatives. The environment is collaborative, entrepreneurial, and mission-driven, ideal for an Executive Assistant who thrives with autonomy, exercises sound judgment, values discretion, and wants to contribute at a strategic level.
Responsibilities
- Proactively manage a dynamic calendar, balancing business, philanthropic, and community commitments while adjusting quickly during heavy travel seasons.
- Serve as an extension of the executive by reviewing inbound communication, identifying urgent matters, and ensuring nothing important is outstanding.
- Prepare thoughtful, polished emails and communications that reflect the executive’s voice and priorities.
- Coordinate task management and ensure key deliverables and documents are organized and on track.
- Follow ongoing initiatives, organize supporting materials, and follow up on deadlines to keep projects moving forward.
- Arrange flights, accommodations, ground transportation, and itineraries, adapting to changes as needed and ensuring seamless logistics.
- Plan and execute internal and external meetings, including high-touch political and nonprofit events.
- Coordinate logistics from start to finish, ensuring events run smoothly and reflect a high level of professionalism.
- Coordinate conference room meetings, determine appropriate attendees, and arrange catering.
- Manage all meeting details, including scheduling, materials, invitations, and food service when needed.
- Assist with logistics or coordination for select evening engagements, with advance notice whenever possible.
- Serve as a gatekeeper and thoughtful buffer in an open-door office environment. Manage interruptions with professionalism, ensuring the executive’s time is protected while maintaining approachability.
- Step in with confidence and sound judgment, enhancing existing processes without unnecessarily changing them.
- Prepare briefing materials in advance of meetings, fundraising engagements, community events, and deal-related discussions.
- Gather relevant background information and key points so the executive is well-prepared and informed.
- Track follow-ups and action items across business, philanthropic, and community initiatives.
- Maintain visibility into next steps and gently drive accountability to ensure commitments are fulfilled.
- Liaise with internal stakeholders, external partners, community leaders, and board members with professionalism and discretion.
- Maintain a high level of confidentiality while handling sensitive political, nonprofit, and business matters.
Ideal Experience
- Bachelor’s degree preferred.
- 3-10 years of professional experience, preferably within a private business environment.
- Prior executive support experience required; private aviation coordination experience preferred.
- Self-starter with strong organizational instincts and excellent follow-through.
- Intuitive, polished, mature, and able to anticipate needs with minimal training.
- Professional and highly discreet with confidential matters.
- Outstanding written and verbal communication skills.
- Team-oriented and culturally aligned with a collaborative, values-driven organization.
- Intellectually curious and eager to learn the industry and business.
- Flexible and adaptable; able to step in independently while remaining open to existing systems and processes.
#117972
The Larko Group is a women-owned, premier staffing and recruiting firm based in Chicago with a nationwide reach. We specialize in Direct Hire, Temp-to-Hire, and Temporary/Project placements across a wide range of roles, including Executive Assistants, Administrative Assistants, Personal Assistants, Chief of Staff, Office Managers, Receptionists, General Office, Event Support, Project Management, and Customer Service.
