Executive Administrative Assistant

Executive Administrative Assistant QCS Purchasing Cooperative - 5.0 Lisle, IL Job Details Part-time $25 - $29 an hour 1 day ago Qualifications Microsoft Outlook Interpersonal skills Executive administrative support Attention to detail Microsoft Outlook Calendar Full Job Description The Executive Assistant is responsible for providing proactive, high-level executive and operational support to the President & CEO of QCS Purchasing Cooperative. This role serves as a strategic partner in managing executive priorities, optimizing workflow, improving organizational follow-through, and protecting executive focus and time. The Executive Assistant plays a critical role in helping the CEO remain focused on strategic priorities, organizational growth, leadership effectiveness, and relationship development by proactively managing calendars, communications, meeting preparation, accountability tracking, and operational coordination. This role requires exceptional organizational skills, attention to detail, discretion, judgment, and professionalism. The Executive Assistant will regularly interact with QCS leadership, staff, board members, members, suppliers, and external industry relationships, including support activities related to LINC and other cooperative initiatives. Success in this role requires a highly proactive individual who anticipates needs, drives follow-through, creates structure and consistency, and operates with a strong sense of ownership, urgency, professionalism, and flexibility. The role is designed to support executive effectiveness by helping manage priorities, reduce distractions, and maintain alignment between professional responsibilities and personal commitments. Primary Responsibilities

• Manage and optimize the CEO's calendar, ensuring alignment with organizational priorities, strategic objectives, travel schedules, and personal commitments.
• Proactively protect executive time by prioritizing requests, challenging unnecessary meetings, resolving scheduling conflicts, and maintaining focus on high-value activities.
• Manage executive email communications, including prioritization, organization, meeting responses, identification of urgent items, document routing, and follow-up coordination.
• Prepare the CEO for meetings through development and coordination of agendas, supporting materials, briefing documents, reminders, and follow-up tracking.
• Coordinate meeting logistics, travel planning, conference registrations, and executive scheduling activities.
• Track executive commitments, deadlines, action items, and organizational follow-ups to improve accountability and execution consistency.
• Follow up with leadership team members, staff, and external stakeholders regarding deadlines, commitments, and outstanding action items on behalf of the CEO.
• Support executive relationship management efforts by helping coordinate communication and engagement with board members, members, suppliers, strategic partners, and industry relationships.
• Assist in maintaining regular communication cadence and follow-through related to external organizations and strategic initiatives, including LINC and cooperative-related activities.
• Coordinate and organize executive administrative workflows, ensuring efficiency, consistency, and strong operational support.
• Help maintain balance and coordination between professional obligations and personal scheduling priorities to support sustainable executive effectiveness.
• Identify opportunities to improve executive workflow, communication, organization, and operational effectiveness. Additional Responsibilities
• Assist with preparation and distribution of board-related materials, meeting coordination, and governance support activities as needed.
• Coordinate travel arrangements, itineraries, reservations, and supporting logistics for business travel and conferences.
• Prepare and process expense reports, reimbursement documentation, and receipt management.
• Draft, edit, and coordinate routine communications, follow-up emails, reminders, and executive correspondence.
• Assist with tracking organizational priorities, recurring activities, and important annual milestones.
• Support meeting follow-up activities, including meeting minutes, action item tracking, and communication coordination.
• Maintain organizational documents, presentations, and administrative records as needed.
• Assist with event coordination, conference planning support, and executive administrative projects.
• Coordinate office-related administrative support activities for the Lisle office as needed.
• Perform other duties as assigned. Skills & Qualifications
• Bachelor's Degree preferred.
• Exceptional organizational skills and attention to detail.
• Demonstrated ability to manage multiple priorities and operate effectively in a fast-paced environment.
• Strong written and verbal communication skills with a high degree of professionalism and diplomacy.
• Proven ability to anticipate needs, think proactively, and solve problems independently.
• High level of discretion, confidentiality, and judgment.
• Strong interpersonal skills with the ability to interact effectively with executives, board members, members, suppliers, and staff at all levels.
• Ability to professionally and constructively push back when necessary to protect priorities and executive focus.
• Strong proficiency with Microsoft Outlook, calendar management, travel coordination, and administrative systems.
• Self-starter with the ability to operate independently while maintaining strong communication and alignment.
• Strong follow-through and commitment to execution excellence.
• Flexible, responsive, and capable of adapting to changing priorities and executive needs.

Pay:

$25.00 - $29.00 per hour Ability to

Commute:

Lisle, IL 60532 (Required)

Work Location:

Hybrid remote in Lisle, IL 60532