Senior Executive Assistant - Hybrid - Rosemont, IL

Overview

GCG is seeking an experienced Senior Executive Assistant to provide high-level administrative and operational support to our Executive Leadership Team!

 

This is a highly visible role for someone who takes genuine ownership of the details that keep an Executive Office running effectively. You will manage complex calendars, coordinate executive travel and meetings, prepare leadership materials, track priorities through completion, and help ensure important commitments do not fall through the cracks.

 

The strongest candidates will bring more than strong administrative skills. They will be proactive, thoughtful, highly organized, and comfortable operating in a fast-paced environment where priorities can shift quickly. They will anticipate needs, recognize potential issues before they become problems, and exercise sound judgment when handling confidential information and time-sensitive requests.

 

This position reports to the Chief Executive Officer and is based at our headquarters in Rosemont, Illinois. The role follows a hybrid work arrangement requiring three days per week in the office and may require occasional support outside standard business hours based on executive schedules, meetings, events, or travel.

What You’ll Do

Manage Executive Calendars and Priorities

• Manage complex, frequently changing calendars for the Chief Executive Officer and Chief Human Resources Officer.

• Coordinate internal and external meetings across multiple locations and time zones.

• Proactively identify scheduling conflicts, competing priorities, preparation requirements, and potential gaps in executive availability.

• Protect and optimize executive time by aligning schedules with business priorities.

• Conduct regular calendar reviews to ensure executives are prepared for upcoming meetings, deadlines, travel, and other commitments.

• Coordinate meeting invitations, locations, technology, agendas, materials, and related logistics.

• Communicate scheduling changes promptly and professionally to affected stakeholders.

Coordinate Travel and Expenses

• Coordinate domestic and international executive travel, including flights, lodging, ground transportation, meeting locations, and detailed itineraries.

• Monitor travel plans and respond quickly to delays, cancellations, schedule changes, and other last-minute issues.

• Prepare, submit, reconcile, and track executive expense reports accurately and within required timeframes.

• Maintain supporting travel and expense documentation in accordance with company policies.

• Partner with internal teams and external providers to ensure travel arrangements are executed smoothly.

Support Executive Meetings and Events

• Coordinate Executive Leadership Team meetings, Board-related meetings, leadership off-sites, Town Halls, executive visits, customer meetings, and company-sponsored events.

• Manage meeting and event logistics, including venues, facilities, catering, technology, materials, accommodations, schedules, and attendee communications.

• Prepare and organize agendas, presentations, briefing materials, reports, and other documents required for executive meetings and events.

• Confirm that meeting spaces, technology, materials, and logistical details are ready in advance.

• Anticipate potential issues and establish contingency plans when appropriate.

• Track meeting decisions, commitments, and follow-up items when requested.

• Coordinate with internal teams and external vendors to ensure meetings and events are executed accurately and professionally.

Provide Administrative and Operational Support

• Draft, edit, proofread, format, and distribute executive correspondence, presentations, reports, communications, and other materials.

• Track executive action items, commitments, approvals, and deadlines through completion.

• Follow up with responsible stakeholders to help keep executive priorities moving forward.

• Coordinate document signatures, approvals, routing, storage, retrieval, invoice processing, and other administrative transactions.

• Maintain organized electronic and physical records and filing systems.

• Gather and coordinate information needed for executive decisions, meetings, communications, and business priorities.

• Identify and implement practical improvements to Executive Office workflows, administrative processes, and recordkeeping practices.

• Create structure across multiple priorities in a fast-moving environment.

• Perform other duties as assigned.

Serve as an Executive Office Liaison

• Serve as a professional liaison between the supported executives and employees, senior leaders, Board-related contacts, customers, vendors, and other internal and external stakeholders.

• Screen, prioritize, route, and respond to inquiries and requests as appropriate.

• Use sound judgment to assess the urgency, sensitivity, and appropriate handling of executive requests.

• Manage confidential, proprietary, and sensitive information with a high degree of discretion.

• Support the preparation of executive presentations, leadership communications, announcements, reports, and meeting materials.

• Communicate on behalf of executives when authorized, ensuring messages are accurate, professional, and aligned with the intended purpose.

• Build effective working relationships across all levels of the organization.

• Represent the Executive Office with professionalism, responsiveness, sound judgment, and discretion.

What You’ll Bring

Required Qualifications

• 7+ years of progressively responsible executive administrative support experience.

• Experience providing direct administrative support to senior executives, preferably including C-suite leaders.

• Demonstrated experience managing complex executive calendars, competing priorities, and frequently changing schedules.

• Experience coordinating executive travel, expense reporting, leadership meetings, and executive events.

• Experience preparing, editing, proofreading, and formatting professional correspondence, presentations, reports, and leadership materials.

• Advanced proficiency with Microsoft Outlook, Teams, PowerPoint, Word, and Excel.

• Exceptional organizational, time-management, and project-coordination skills.

• Strong written and verbal communication skills.

• Demonstrated attention to detail, sound judgment, discretion, and the ability to handle confidential information.

• Proven ability to anticipate needs, identify potential issues, take initiative, and follow assignments through completion with limited supervision.

• Ability to build effective relationships and communicate professionally with executives, employees, Board-related contacts, and external stakeholders.

• Ability to remain composed and responsive while managing urgent requests, changing schedules, competing priorities, and multiple time zones.

• Ability to work independently while collaborating effectively with executive leaders and cross-functional partners.

• Ability to work from the Rosemont office at least three days per week.

• Ability to provide occasional support outside standard business hours when required by executive schedules, meetings, events, or travel.

Preferred Qualifications

• Experience coordinating Executive Leadership Team, Board-related, company-wide, or senior leadership meetings.

• Experience working within a multi-location, national, or international organization.

• Experience improving administrative workflows, executive operating rhythms, action-item tracking, or other Executive Office processes.

What Success Looks Like

In this role, success means that executive schedules, commitments, meetings, travel, and priorities are handled with consistency and care. You will be expected to:

• Produce accurate, complete, and professional work.

• Anticipate executive needs and preparation requirements.

• Identify scheduling, travel, meeting, or administrative risks before they become problems.

• Ensure commitments, deadlines, meetings, events, and travel plans are executed reliably.

• Maintain visibility into open action items and follow through until they are completed.

• Demonstrate urgency and responsiveness appropriate to the needs of the Executive Office.

• Create structure and organization within a fast-moving environment.

• Build trust through reliability, professionalism, judgment, confidentiality, and consistent follow-through.

• Take ownership of outcomes rather than limiting responsibility to individual administrative tasks.

What We Offer

• Competitive annual salary ranging from $88,000 to $95,000, dependent on relevant experience
• Excellent health, vision, dental, short and long-term disability, and life insurance benefits
• Monthly stipends for travel expenses
• PTO plan with company paid holidays (7)
• 401K with employer contribution
• Corporate support resources including computer equipment, inside sales, and customer service assistance
• An employee-centric company that values and truly appreciates our most important asset: You!

About GCG

At GCG, our mission is to power, connect, and automate our world. With the responsive DNA of a startup and the size of a global leader, we offer top brands and extensive value-added services that make us an invaluable partner to our customers in multiple industry verticals across the globe.

We are committed to meeting the needs of our customers while focusing attention on our responsibility to the environment, our associates, and the communities we serve.

Our Use of AI in Recruiting

At GCG, we use AI technology to assist with our interviews by automating note-taking, allowing our hiring teams to focus fully on the conversation. This technology supports efficiency and accuracy in capturing candidate insights during interviews but is not used to evaluate resumes. All resume reviews and candidate assessments are conducted directly by our corporate recruiting team and hiring managers to ensure a thoughtful, human-centered approach.

 

GCG is an equal opportunity employer.  We celebrate diversity and are committed to creating an inclusive environment for all employees. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, status as a protected veteran, or any other characteristic protected by federal, state or local laws. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation and training. These duties and responsibilities listed above are judged to be "essential functions" in terms of the Americans With Disabilities Act, or ADA. To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed above are representative of the knowledge, skill, and/or ability required. The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.  Furthermore, the above statements are intended to describe the general nature and level of work being performed by a person in this position. They are not to be construed as an exhaustive list of all duties that may be performed by such a person.

 

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