Executive Administrative Assistant

Virgil Inc. Chicago , IL 60290

Posted 3 months ago

We are looking for a competent Executive Administrative Assistant to provide personalized secretarial and administrative support in a well-organized and timely manner. You will work on a one-to-one basis on a variety of tasks related to executives working life and communication. Additionally, you are to perform a variety of personnel-related administrative tasks. You will support the HR department in duties like posting job ads, updating HR database and processing employees requests. This position requires excellent organizational skills and the ability to handle sensitive information confidentially.


  • Prepare reports and presentations for internal communication
  • Provide orientations for new employees by sharing on-boarding packages and explaining company policies
  • Act as the point of contact between the executives and internal/external clients
  • Undertake the tasks of receiving calls, take messages and routing correspondence
  • Handle requests and queries appropriately
  • Maintain diary, arrange meetings and appointments and provide reminders
  • Make travel arrangements
  • Take dictation and minutes and accurately enter data
  • Monitor office supplies and research advantageous deals or suppliers
  • Produce reports, presentations and briefs
  • Develop and carry out an efficient documentation and filing system
  • Maintain employee records (soft and hard copies)
  • Update HR databases (e.g. new hires, separations, vacation and sick leaves)
  • Assist in payroll preparation by providing relevant data, like absences, bonus and leaves
  • Prepare paperwork for HR policies and procedures
  • Process employees requests and provide relevant information
  • Coordinate HR projects, meetings and training seminars
  • Collaborate with the Recruiter to post job ads on careers pages and process incoming resumes


  • Bachelors degree, or 4 years of relevant work experience
  • Proven work experience as a HR administrative assistant or HR administrator
  • Experience working in IT environment a plus
  • Hand on experience with HR software, like HRIS or HRMS
  • PC literacy and experience with MS Office applications
  • Knowledge of labor legislation
  • Excellent organizational and time-management skills
  • Teamwork skills
  • Proven experience as an executive administrative assistant, senior executive assistant or in other secretarial position
  • Full comprehension of office management systems and procedures
  • Excellent knowledge of MS Office


Compensation is competitive and based on experience.

Benefits include: medical, dental, vision, 401k


upload resume icon
See if you are a match!

See how well your resume matches up to this job - upload your resume now.

Find your dream job anywhere
with the LiveCareer app.
Mobile App Icon
Download the
LiveCareer app and find
your dream job anywhere
App Store Icon Google Play Icon

Boost your job search productivity with our
free Chrome Extension!

lc_apply_tool GET EXTENSION

Similar Jobs

Want to see jobs matched to your resume? Upload One Now! Remove
Executive Administrative Assistant


Posted 2 days ago

VIEW JOBS 1/16/2019 12:00:00 AM 2019-04-16T00:00 Overview Professional & Learning Services combines decades of industry experience planning and deploying mobile technology, appplication modernization and industry recognized learning expertise to enable business tranformation. Our comprehensive approach enables innovative solutions that fit the way customers do business. This Executive Administrative Assistant will provide administrative support to several executives globally. This involves arranging complex travel itineraries, scheduling meetings using various types of media, collecting data from a wide variety of sources and preparing reports involving judgment and analysis, and maintaining a high level of confidentiality. Responsibilities * Coordinates meetings by managing complex calendars and potential conflicts as well as arranging travel reservations and itineraries * Responsible for meeting planning and logistics, including conference facilities, video-conferencing, equipment, refreshments and interfacing with 3rd party vendors * Assembles materials for meetings * Collects data from several sources and prepares a variety of reports involving judgment and analysis * Maintains high level of confidentiality * Identifies, initiates and implements areas for improvement including work processes * Displays considerable judgment, initiative and political sensitivity Qualifications * HS diploma or GED required. * 2-4 year university degree preferred. * MInimum 6 years of experience. * Intermediate to Advanced computer skills required; working with multiple software packages including word processing, spreadsheet, database and graphic/presentation packages. * Advanced work experience with memos, letters, reports with tables, tabulations, merge document work, creation of spreadsheets with formulas, creation of presentations and graphics Zebra Chicago IL

Executive Administrative Assistant

Virgil Inc.