Executive Assistant & Tradeshow Coordinator

What We Do  

At C.A. Fortune, we aspire to maintain our position as the nation’s leading consumer brands agency. We realize how fortunate we are (pun intended) to offer comprehensive solutions to our clients. From sales management to marketing, all the way down to insights and e-commerce, our boutique service model offers a breadth of services to our clients.  

Who We Are  

People. Passion. Purpose. Our people are the core of our business. Our unique boutique service model allows our people to follow their passions with a purpose, all while delivering excellent services to our clients. We are committed to living out our values. We are fearless and curious innovators who lead with solutions, empower others, and do the right thing, always. We are a family-first organization and recognize the importance of a healthy and flexible work-life balance, a positive support system, and the power of diversity and inclusion.  

Overview of the Role  

• The Executive Assistant & Tradeshow Coordinator provides high-level administrative and logistical support to 2 members of the Executive Leadership Team while also leading the coordination and execution of company tradeshow participation across key industry events. This dual-function role ensures seamless executive operations, effective time management, and professional representation of the company at client- and industry-facing events. 
• Location: Must be local to Chicago, IL in-office 3-4 days a week
• Salary range $80,000 - $90,000 based on experience, qualifications and skills
• At C.A. we’re not looking for perfection, just people that want to commit to a us and grow their careers long-term. We are on a mission to build better brands that inspire healthier lifestyles for consumers and their families. If you’re looking for a sign to apply, here it is!  

What You’ll Do at C.A. Fortune    

Executive Support - 60%

• Provide proactive calendar and scheduling management for assigned executives, ensuring alignment with priorities and minimizing conflicts. 
• Coordinate travel arrangements, itineraries, and expense reports – balancing cost, time and convenience  
• Anticipate needs – both operational and personal before they are voiced ensuring the executive is prepared and give time back to the business  
• Client meeting, calendar management, proactive needs of the dedicated teams (ex: client holiday gifts, client/internal meeting coordination, booking and coordinating client dinners/entertainment, etc.) 
• Prepare correspondence, meeting agendas, and presentation materials; take and distribute meeting notes and follow-up actions.  
• Serve as a liaison between executives and internal/external stakeholders, maintaining professionalism and confidentiality. 
• Support special projects, company communications, and event logistics as assigned. 

Tradeshow Coordination - 40%

• Plan, organize, and execute company presence at industry tradeshows and events in partnership with Corporate Marketing, Sales, and Client Service teams.  
• Manage hotel room blocks, travel logistics, exhibitor and attendee registrations, and shipment coordination for all show participants. 
• Develop and maintain show rosters, event briefing documents, and on-site contact lists. 
• Coordinate with event organizers, vendors, and internal stakeholders to ensure smooth pre-show planning, on-site execution, and post-show follow-up. 
• Track budgets, vendor invoices, and expense reconciliation related to tradeshows in partnership with Finance. Partnering with ELT to determine core attendees. 
• Owner of corporate tradeshow playbook & all pre show planning calls  
• Maintain an annual tradeshow calendar and support strategic event planning cycles 
• Partner with Corp Marketing to ensure employees uphold C.A. brand when in attendance and ensure sponsorship support 
• Ex – Swag ordering and coordination, shopping of all tradeshow materials, facilitate all IT needs and meeting rooms 

What You Should Bring to the Table  

• 5+ years of executive or admin support experience
• Experience with events/ tradeshow coordination
• Demonstrate a high level of confidentiality is required
• Office & Outlook proficiency 
• Proficient in Excel, PowerPoint, Word
• Experience supporting multiple executives 
• Experience managing travel coordination for large groups
• Effective communicator
• A demonstrated competency in multi-tasking and problem-solving with focus on meeting deadlines 
• Extremely organized and detail-oriented 

Perks  

• 16 days of PTO  
• 11 paid company holidays per year  
• 2 paid volunteer days per year  
• Bonus Eligible 
• 3 months fully paid parental leave (regardless of gender)  
• Medical, dental, and vision  
• Paid company life insurance  
• 401k with company match  
• Summer hours (half day Fridays from Memorial Day thru Labor Day)  
• Work from home flexibility 

Come As You Are  

C.A. is committed to making our company more inclusive. Diversity fuels our innovation and better connects us to our clients, our colleagues, and our communities. Based on research, we know that women and other marginalized groups tend to apply to roles only when their experience perfectly matches the job description. That said, we encourage you to apply if you meet the majority of qualifications, especially if this role aligns with your career trajectory.