Executive Assistant

WANT TO JOIN OUR TEAM?
WE CAN't WAIT.

JOB DESCRIPTION

Digital Factory is looking for an Executive Assistant with a wide skill set to support Executives. In this role the candidate will coordinate and manage executive scheduling, prepare and organize important strategic materials and plans, and provide administrative and operational support. A successful candidate will have strong technical ability, great communication and interpersonal skills. This is an unpaid internship with opportunities to gain real life experiences and career development.

Department: Executive

Reports to: Lawrence Griffith,

Location: Chicago, Illinois

WHO WE ARE

Our team's digital inventiveness and mobile location expertise creates brand stories that produce results. We are seasoned professionals who have worked in marketing, technology, mobile, and beyond. Our skills include Micro-fencing, mobile strategy, data analytics, and more.

THIS POSITION WILL ENTAIL:

A detail-oriented self-starter with prior experience in a technology company
Someone who exhibits sound judgment with the ability to prioritize and make decisions
Energetic and eager to tackle new projects and ideas
Comfortable interacting with high-level executives
A team player capable of cultivating productive working relationships across the firm
Resourceful, can-do attitude
Thrives in a fast-paced environment
Manage executive calendars, schedule meetings, appointments, and conference calls, and coordinate with internal and external stakeholders to ensure efficient use of time.
Arrange travel accommodations, including flights, hotels, and transportation, an prepare detailed itineraries for domestic and international trips.
Coordinate and schedule meetings, prepare agendas, take meeting minutes, and follow up on action items to ensure timely completion.
Manage incoming and outgoing correspondence, including emails, phone calls, and written correspondence, and respond to inquiries on behalf of the executive as appropriate.
Prepare and format documents, presentations, reports, and other materials for meeting, presentations, and special projects.
Organize and maintain electronic and physical files, documents, and records, ensuring confidentiality and accessibility as needed.
Oversee the day-to-day operations of the executive office
Provide administrative support for special projects, initiatives, and events, including research, coordination, and logistics management.
Handle sensitive and confidential information with discretion and professionalism, maintaining confidentiality at all times.
Build and maintain positive relationships with internal and external stakeholders including clients, vendors, and partners, representing the executive office in a professional manner.
Other duties as assigned.

DESIRED SKILLS QUALIFICATIONS:

Excellent computer skills, including the Microsoft Office Suite (Outlook, Word, PowerPoint, and Excel)
Exceptional writing, editing, and proofreading skills
Excellent organizational skills with the ability to prioritize tasks, manage time effectively and meet deadlines in a fast-paced environment.
Meticulous attention to detail and accuracy in managing calendars, documents, and correspondence.
Strong written and verbal communication skills with the ability to communicate effectively with individuals at all levels, both internally and externally.
Strong problem-solving skills with the ability to anticipate needs, identify solutions, and proactively address issues.
High level of discretion and confidentiality in handling sensitive information and dealing with confidential matters.
Flexibility and adaptability to changing priorities, situations, and demands, with the ability to remain calm under pressure.
Ability to work collaboratively as part of a team and provide support to other members of the executive office and administrative staff.
Professional demeanor and appearance, with excellent interpersonal skills and the ability to represent the executive office with integrity and professionalism.

REQUIRED EDUCATION AND WORK EXPERIENCE:

Bachelor’s degree in Business Administration, Office Administration, Masters in related fields is preferred.

PREFERRED QUALIFICATIONS:

Prior experience with start-ups is a plus.
Ability to diagnose problems quickly and foresee potential issues
Strategic Thinking to develop long-term plans that align with business objectives
Ability to lead organizational change initiatives and effectively manage transitions within the company (Change Management).
Experience in event planning and coordination, including organizing meetings, conferences, and corporate events is a plus.
Proficiency in advanced office software and tools, such as data analysis software, customer relationship management (CRM) systems, and online collaboration platforms, to enhance productivity and efficiency.

Certification (Preferred):

PRINCE2
PMP
Six Sigma

Digital Factory is an equal opportunity employer, committed to recruiting, hiring and promoting qualified people of all backgrounds, regardless of sex; race; color; creed; national origin; religion; age; marital status; pregnancy; physical, disability; sexual orientation; gender identity or any other basis protected by federal, state or local law.

Digital Factory is an Equal Opportunity Employer

APPLY FOR THE POSITION!