Executive Assistant

Job Description

Please note we are only considering candidates who live within driving distance of downtown Chicago due to regular administrative errands required. Additionally, we are only looking for candidates who have explicit experience being an Executive Assistant for a C-suite executive.* 

**Direct Applications Only– No Recruiters** 

Are you an Executive Assistant with experience supporting C-Suite level executives in a remote environment? We are looking for a talented Executive Assistant to directly support the CEO of Yetter Tax and her team.  This fast-paced company is dynamic and is experiencing growth.  This is an incredible opportunity to make a major impact!  

Location:  Remote (Chicago Resident)

Our Purpose: 

We demystify the complexities of sales tax to empower individuals and companies
to understand and manage their risks and responsibilities. 

We educate, consult, and advocate to shine a light on the importance of sales tax compliance in business health and to elevate the profile, influence, and value of sales tax professionals. 

We are committed to social justice and equity, respecting the differences and similarities of all. 

Our Values & Culture:   

We are dedicated to fostering a culture that values expertise, integrity, curiosity, growth, devotion, well-being, respect, and kindness. Our team not only embodies these values but also actively integrates them into every aspect of our organization. We believe in a positive work-life balance, cohesive team building and support, and individual growth through service, continuous learning, and continued education. At Yetter Tax, our values are more than just words; they are the principles that drive our success, empower our team, and guide our growth.  

Purpose of Role:   

The Executive Assistant will report directly to the CEO and support all aspects of her daily work, provide high level support to the extended team, and contribute to the overall efficiency of the organization. The Executive Assistant serves as a point of contact and liaison to the internal team, external clients and partners, and oversees diverse responsibilities and special projects. This is an exempt position. 

Directly support the CEO in all aspects of her daily work. Provide high level support to the extended Team.  

  • Anticipate, filter and attend to the CEO’s day-to-day functions so that the executive can focus on high level strategic functions.  Read, research, collect, and analyze information as needed, in advance.  
  • Be responsive to emails/texts/phone calls, with some contact outside normal business hours.  
  • Handle all business matters with discretion, confidentiality, and good judgment   
  • Build understanding of the company services and product offerings.    

Essential Job Responsibilities – % of time: 

  • 25% Email and Project Coordination:  
    • Manage the CEO’s email by reading, organizing, prioritizing and alerting the CEO of urgent issues. 
    • Respond to critical emails on the CEO’s behalf. 
    • Coordinate projects and needs with Project Manager.    
  • 25% Calendar Management and Meeting Coordination:    
    • Schedule and manage the CEO’s calendar, addressing complex scheduling issues including appointments, meetings, training, speaking engagements, and travel (domestic).   
    • Assist in the logistics and execution of internal and external meetings and events with support from the team, including preparing and distributing meeting agendas and materials.  
    • Attend internal meetings, take minutes, and distribute 
    • Optimize meetings and events of varying complexity 
  • 10% Liaison and Administrative Support:   
    • Act as a point of contact between the CEO, internal team, clients, and partners while representing the company in a professional matter.  
    • Responding to inquiries, taking messages, and determining priority of matters of attention while triaging, handling, and/or redirecting matters appropriately and ensuring proper follow up 
    • Collect mail, make deposits, and coordinate mail processing with team from West Loop Chicago mail box.  
  • 30% Communications and Special Projects:    
    • Draft and prepare the CEO’s correspondence for internal announcements, meetings, and external partners.  
    • Assist in the coordination of presentations and white papers for internal and external audiences.  
    • Organize staff meetings and Sales Tax Institute training events, including facility arrangements and contracts. 
    • Transcribe, prepare, and distribute source material, documents, reports, tables and charts.  
    • Handle administrative tasks such as printing, faxing, mail/overnight packages, copying, and filing. 
    • Prepare, reconcile, and submit expense reports.    
    • Maintain paper and electronic/database system and implement ways to improve current systems.  
    • Manage the Executive’s contacts.  
    • Undertake special projects, including creating or editing documents, presentations and special reports.   
    • Other additional and/or alternative duties as assigned from time to time, including support to other team members. 
  • 10% Coordinate travel arrangements:    
    • Identify travel plans in advance   
    • Make and confirm detailed travel arrangements  
    • Prepare detailed travel itineraries 
    • Address and resolve travel changes and conflicts  

Required Qualifications/Skills/Attributes: 

  • Education: Bachelor’s degree required
  • Experience: 7-10 years of experience as an Executive Assistant supporting c-level executives; experience supporting a team in Financial Services or Technology; experience working in a remote company.  
  • Integrity: Ability to maintain a high level of integrity, professionalism, and maturity in handling complex situations and sensitive information.  
  • Optimism/Positivity: Possess optimism and positivity during favorable and challenging times.   
  • Professionalism/Confidence: Maintains professional decorum in all situations; displays confidence in interactions.   
  • Relationship Builder/Team Player: Ability to build and maintain effective relationships; address and resolve conflict by creating a win-win outcome; cultivates productive relationships across the team.   
  • Communication: Ability to communicate effectively with individuals at all levels; exceptional writing, editing, and proofreading skills.  
  • Service Excellence Focus: Ability to consistently meet and exceed the expectations of the CEO, the team, clients, and partners; responsive to emails/texts/phone calls, with occasional contact outside normal business hours.  
  • Business Sense/Problem-Solving/Decision Making: Strong business sense and sound judgement; resourcefulness; ability to problem solve, prioritize, and make decisions independently.  
  • High Energy/Initiative/Pace: Energetic and eager to tackle new projects and ideas; self-starter, self-directive and proactive; thrives in a high-paced environment   
  • Prioritization/Time Management: Ability to prioritize multiple tasks, manage time effectively, and meet deadlines.  
  • Organization/Multi-tasking: Highly prepared, strong organizational skills, and ability to multitask. 
  • Adaptability/Flexibility: Ability to shift to support the changing business landscape; embraces and leads change; thinks out of the box; supports flexible hours as dictated by the needs of business for projects and meetings.  
  • Microsoft Office/Technology: Advanced Proficiency in Microsoft Office (Outlook, Word, Excel, and PowerPoint), Adobe Acrobat, and familiarity with Quickbooks and online banking portals as back up to Financial Operations Specialist; adept at navigating tools and systems.  
  • Analytical/Attention to detail/Accuracy: Strong analytical ability; excellent attention to detail; commitment to accuracy.  
  • Other: Driver’s license and access to vehicle; ability to lift 10 to 20 pound boxes. 

Benefits: 

A comprehensive benefits program including health care, 401K including matching and profit sharing, PTO, flexible work schedule, employee wellbeing support, professional development and memberships and service opportunities to make a difference in the world is offered to all full-time employees.  Reimbursement for mileage as well as a monthly internet allowance is provided. Business equipment including a computer, monitor, printer and cell phone is provided. 

To Apply:  

Fill out our online application here: https://airtable.com/appTQqEmI0yocb45H/shrnRmDu7ywGDrDL4