VEGA Partners LLC Executive Assistant Chicago, IL · Full time

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ABOUT THE ROLE 

VEGA Partners seeks an Executive Assistant to the CEO to join our growing team. The Executive Assistant is an integral team member who will support our CEO in managing daily priorities, project management, and long-term planning. The ideal candidate is reliable, trustworthy, organized, and solution oriented who enjoys working in a diverse environment, and operates with a high level of confidentiality and discretion. They are an early career professional with strong interest in issues of social impact, equity and inclusion, and philanthropy. 

ABOUT US 

VEGA Partners LLC is a leading, woman-owned and led social impact consulting firm. We help organizations evolve in a socially conscious world. Our methods are rooted in equity and grounded in values of integrity, being client-centered, collaboration, and high performance. We are expanding our team, which currently reflects diverse experiences and sectors and bridge many disciplines into a cohesive approach to develop social impact solutions for companies, philanthropies, and the public sector, including strategies and programs to enhance reputation, build stakeholder support, and develop meaningful, equitable partnerships. 

WHAT YOU WILL DO 

The Executive Assistant will be responsible for direct support of the CEO. Team collaboration, internal and external representation, and critical, problem-solving skills are critical to the role. 

Key Responsibilities 

• Support CEO in all company affairs and liaise with key stakeholders as company representative 
• Exhibit confidence and ability to correspond and coordinate with external executive offices 
• Manage CEO’s calendar, scheduling and travel arrangements, and information flow  
• Support CEO in business development activities including tracking activities in CRM 
• Provide overall administrative support including notes transcription, dictation, editing, document and maintenance of filing system and CRM database 
• Daily management and tracking of vendor/supplier relationships and usage  
• Responsible for office management including maintaining/ordering resources 
• Organize logistics for internal, external and client-facing events and meetings including developing agendas, taking notes and transcribing notes 
• Provide administrative support to teams including overseeing shared mailboxes and subscriptions 
• Organize team communications, plan events and meetings, both internal and off-site 
• Send/prepare briefing emails, materials, and coordinate with facilities for materials delivery 
• Contribute to company social media message development (LinkedIn, Instagram, Facebook) 
• Support management of company’s social responsibility program and pro-bono programs 
• Perform ad hoc projects as needed 

WHAT OUR TEAM IS LOOKING FOR IN THIS ROLE 

Candidates must be loyal, trustworthy, highly organized, have high verbal and written communication skills, work well under pressure, and solid interpersonal skills. 

• Adept at handling sensitive information and situations with care and confidence. 
• Committed work ethic with demonstrated enthusiasm and pride in their work 
• Self-motivated, highly reliable and builds trusting relationships 
• Motivated by the company's mission and able to bring creative ideas to build the team culture. 
• Strong organizational skills with superb attention to detail and ability to execute. 
• Excellent work planning and time management abilities to manage varying priorities daily  
• Excellent written and verbal communication skills  
• Enjoy optimizing processes to make them more user-centered and efficient 
• Proficient in Microsoft Office software and work productivity/experience applications 
• Proficiency to contribute to social media platforms  
• Valid driver’s license 

ADDITIONAL ATTRIBUTES 

• Bachelor’s degree and 2+ years of directly supporting C-Level executive  
• Excellent instincts in anticipating the needs of the CEO  
• Commitment to our shared values of integrity, client centeredness, collaboration, and performance 
• Self-motivated about continuous learning and improvement 

WHAT’S IN IT FOR YOU 

• Comprehensive medical, dental & vision insurance 
• Flexible time off policy 
• Annual learning stipend for career growth 
• Opportunities to learn about the multidisciplinary field of social impact/CSR/ESG 
• Exposure to working within a certified Women and Minority Business Enterprise (M/WBE) 
• Designed for hybrid virtual-to-in-person work, with accessible office space, technology assets, and easy access to public transportation in Chicago’s West Loop  

Due to the nature of the role, this position is based in Chicago. 

HYBRID WORK MODEL 

Our current hybrid work model is designed to enable in-person connections and collaboration that is core to our culture, while supporting increased flexibility for all employees. In line with local health guidance and regulations, employees are required to work at least 3 days in the office each week, with the flexibility to work from home up to 2 days a week. The health, safety and well-being of our people will always be our top priorities; we will continue to monitor local conditions and health advisories in making decisions about our work environments. 

VEGA Partners provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws. This applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, leaves of absence, compensation and training. 

As a result of COVID-19, VEGA Partners requires proof of vaccination upon hire as defined by the CDC from all employees. VEGA Partners provides reasonable accommodations for employees who are not vaccinated due to qualifying medical or religious reasons. Should you require an accommodation, please inform us during the interview process. This position is open to candidates who are legally authorized to work in the United States and who will be located in the US by their start date.