Executive Assistant Job Listing at Intelsat in Chicago, IL (Job ID 42017)

Description

Your impact 

We are seeking a highly organized and proactive Executive Assistant (EA) to support three SVPs and several other VPs in a fast-paced and dynamic environment based in our Chicago office. The ideal candidate will be a strategic thinker, with exceptional communication skills and the ability to manage complex schedules, communications, and projects. As an EA, you will be the backbone of executive operations, ensuring smooth execution of daily activities and effective support for high-level business initiatives. 

What you will do 

1. Executive Support: 
   • Manage and prioritize the executive's calendar, appointments, and meetings to ensure time management is optimized. 
   • Coordinate complex travel arrangements including itineraries, accommodations, and transportation.
   • Prepare and organize materials for meetings, presentations, and reports.
   • Handle incoming calls, emails, and requests, determining the priority and responding on behalf of the executives where appropriate. 
   • Draft and proofread correspondence, documents, and communications. 
2. Project Management: 
   • Assist with the planning and execution of special projects, ensuring deadlines and objectives are met. 
   • Track and follow up on ongoing projects to ensure that executive's objectives are achieved in a timely manner.
   • Research and prepare summaries or reports on various topics as needed.
   • Assist with the coordination of demo flights.
3. Event Coordination: 
   • Organize and execute internal and external meetings, conference, and corporate events, from planning to execution. 
   • Liaise with vendors and internal teams to coordinate event logistics and ensure a smooth experience. 
4. Confidentiality & Relationship Management: 
   • Manage sensitive information with discretion, ensuring confidentiality and professionalism at all times. 
   • Build and maintain strong relationships with internal and external stakeholders on behalf of the executives. 
5. Administrative Support: 
   • Process and track expenses, prepare reports, and handle reimbursements. 
   • Oversee filing systems, record-keeping, and ensure documents are readily accessible.
   • Assist in the creation and maintenance of reports, presentations, and company-wide communications. 
6. General Assistance: 
   • Provide support for personal matters, as needed, in alignment with the executive's preferences and requirements.
   • Assist with day-to-day tasks that contribute to the overall efficiency of the executive's workflow. 

 Your required experience/skills  

• High school graduate
• A minimum of 7-yeas of recent, relevant experience providing quality executive and administrative support
• Strong proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook), with the ability to quickly learn new software tools
• Attention to detail, quality, and execution
• This role is subject to ITAR/EAR; candidates must be a US Person (this includes US citizen, Permanent Resident or Protected Individual such as an asylee or refugee). 

Your success in this role will look like: 

• Ability to work under pressure and handle sensitive or confidential matters with discretion
• Taking a proactive, adaptable, and resourceful approach to tackling challenges
• Strong interpersonal skills and the ability to build relationships with individuals at all levels
• Excellent attitude and agility to adapt in real-time to changing priorities

How we support you: 

• Hybrid work environment offering up to two days per week work from home (for eligible positions)
• Development opportunities supporting professional growth championed by our dedicated Learning & Development team. 20-25% of our positions are hired internally!
• Ways to get involved: satellite launch parties, company connect events, charitable activities, team social events, recognition programs, and employee resource groups.
• Wide range of benefits and perks to help you stay healthy, happy, and productive. These include paid leave programs, medical, tuition reimbursement, and retirement benefits, employee wellness offerings, and more! 

These benefits are designed to support your overall well-being and help you succeed in your role.

Our D&I Commitment

We're committed to fostering a culture and environment of diversity, inclusion and respect – a place where everyone can show up fully as themselves and do their best work every day. We're a technology leader committed to advancing diverse, inclusive teams – where belonging is rooted in our culture. Intelsat has an established Diversity & Inclusion Council and Employee Resource Groups. Intelsat is an equal opportunity employer and does not discriminate based upon race, color, religion, sex, national origin, ethnicity, age, disability, pregnancy, veteran status, sexual orientation, gender identity or any other characteristic protected by applicable law. 

While it is important to note that meeting the minimum qualifications is a fundamental requirement for consideration, if you are enthusiastic about this role and are unsure how well your experience aligns with these requirements, we encourage you to apply. Our recruitment team will assess your application and determine if your skills and qualifications meet the essential criteria for this role or whether there might be another role within our organization that is a better match.

Other Job Info: 

• These statements are intended to describe the general nature and level of work being performed by employees assigned to this job.  This is not intended to be an exhaustive list of all responsibilities, duties, and skills required of employees assigned to this job.