Executive Assistant

Overview

The Executive Assistant is a trusted partner to the CEO, responsible for managing the CEO’s time, priorities, communications, and logistics while also owning the day-to-day operation of L5’s Chicago office. This role combines high level executive support with hands-on office management and administrative coordination across the business. The ideal candidate anticipates needs before they arise, brings structure to competing demands, exercises sound judgment with highly confidential information, and takes ownership without needing constant direction. It is a highly cross-functional role, partnering closely with the executive leadership team, human resources, finance, operations, business development, and marketing as well as clients, partners, and board members.

Responsibilities

Executive Support

• Serve as the primary point of contact and gatekeeper for the CEO, managing access and prioritizing requests from internal and external stakeholders.

• Proactively manage a complex, fast-moving calendar, resolving conflicts and protecting time for strategic priorities.

• Coordinate internal and external meetings, including leadership team meetings, client and partner meetings, and board meetings; prepare agendas, briefing materials, and pre-reads, and track follow-up actions to completion.

• Draft, edit, and proofread correspondence, presentations, reports, and other materials on behalf of the CEO with a high standard of quality and professionalism.

• Plan and manage domestic travel, including itineraries, site visits to client facilities, conferences, and related logistics; adjust quickly when plans change.

• Process and reconcile the CEO’s expense reports accurately and on time.

• Handle confidential business, client, financial, and personnel information with the utmost discretion.

• Support special projects and executive initiatives, including research, tracking, and coordination across teams.

Office Operations

• Own the office environment, creating a welcoming, organized, and professional workplace for employees, clients, and visitors.

• Manage day-to-day office operations, including supplies, mail and deliveries, and general upkeep.

• Serve as the first point of contact for visitors, vendors, and office-related questions.

• Coordinate with building management, landlords, and vendors to resolve facilities issues.

• Plan and coordinate company meetings, leadership offsites, small client dinners, celebrations, and team-building activities, including vendors, logistics, and setup.

Administrative & People Support

• Partner with human resources to support onboarding for new hires in the office, including workspace and equipment readiness, first-week scheduling, and introductions.

• Coordinate interview scheduling for executive and office-based roles across candidates and the hiring team.

• Maintain organized, confidential files and records for the executive office.

• Develop and maintain administrative processes, templates, and tools that improve efficiency and consistency as the company grows.

Qualifications

• 7+ years of experience supporting a C-level executive, with 2 years of office management responsibility preferred; experience in a fast-growing organization a plus.

• Bachelor’s degree preferred, or equivalent experience.

• Exceptional organization, attention to detail, and follow-through, with the ability to juggle competing priorities and shift gears quickly.

• Excellent written and verbal communication skills and a polished, professional presence with executives, clients, and board members.

• Proven ability to handle confidential and sensitive information, including financial and personnel data, with discretion and sound judgment.

• Proactive, resourceful, and solutions-oriented; able to anticipate needs and act independently.

• Advanced proficiency with Microsoft 365 (Outlook, Word, Excel, PowerPoint, Teams); ability to learn new systems quickly.

• Flexibility to support occasional needs outside of normal business hours, including some evenings or weekends.

EEO/AA Employer M/F/D/V

L5 Mission Critical is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex (including pregnancy), sexual orientation, gender identity or expression, national origin, age, disability, genetic information, veteran status, or any other characteristic protected by federal, state or local law.