Executive Administrative Assistant

Virgil Inc. Chicago , IL 60290

Posted 2 days 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


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Executive Administrative Assistant

Virgil Inc.