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Executive Assistant

Chicago, IL

Summary 

We are seeking a proactive and highly organized Executive Assistant to support our Chief Legal Officer and Chief Strategy Officer. This role is essential in ensuring our executive leaders can focus on their highest priorities while trusting the execution and follow through of day-to-day operational and administrative tasks. The ideal candidate thrives in a fast paced environment, demonstrates exceptional attention to detail, and has the ability to anticipate needs, coordinate logistics, and keep processes running smoothly. This role will serve as a central point of contact for both internal and external stakeholders and be instrumental in enhancing the efficiency and impact of the CLO and CSO. 

Key Responsibilities 

  • Executive Support & Calendar Management
    • Manage complex calendars, schedule meetings, and coordinate recurring leadership cadences.
    • Prepare agendas, meeting materials, and follow-up tasks.
    • Act as a gatekeeper to ensure executives’ time is optimized and protected.
  • Travel & Event Coordination
    • Book and manage travel arrangements, including flights, accommodations, and ground transport.
    • Handle registrations, logistics, and reservations for conferences, expos, and industry events.
    • Coordinate executive presence and logistics at company-sponsored events.

  • Office & Administrative Operations
    • Stock kitchen supplies and maintain a clean, organized workspace.
    • Manage security badges and key fobs; coordinate office access needs.
    • Run errands and handle time-sensitive tasks to support office efficiency.
  • Inbox & Task Management
    • Monitor and manage executive inboxes, flag priority items, and draft responses as appropriate.
    • Track deadlines and proactively remind executives of key tasks and follow-ups.
    • Liaise across departments to gather documentation, information, and updates.
  • Cross-Functional Collaboration
    • Partner with legal, strategic, and operational teams to execute on special projects.
    • Maintain confidentiality while managing sensitive documents and information.
    • Serve as a reliable extension of the executive office for internal and external communications.

Required Qualifications and Key Competencies

  • 3+ years of executive assistant or high-level administrative experience, preferably supporting C-suite leaders.
  • Demonstrated ability to manage multiple priorities with speed, accuracy, and composure.
  • Exceptional organizational and communication skills.
  • Highly self-driven with a positive, solutions-oriented attitude.
  • Strong proficiency in Google Workspace or Microsoft Office Suite.
  • Comfort in managing confidential information with integrity and discretion.
  • Prior experience with event planning, travel booking, or office operations is a strong plus.

What We’re Looking for     

  • Someone who can anticipate needs before they arise.
  • A natural multitasker who finds joy in helping others operate at their best.
  • A highly dependable, go-to person who keeps things moving behind the scenes.
  • A professional who enjoys being the glue that holds fast-moving parts together.

Company Culture & Perks

  • Topstep is an engaging working environment. We foster a culture of collaboration with cameras on during meetings and a robust Slack environment for communication. 
  • 9 Company paid Holidays and generous Family Leave. Paid time off is accrued monthly.
  • Competitive 401(k) matching, health, dental, and vision insurance is offered for full time employees 
  • Vacations are encouraged with a bonus for taking 5 consecutive days. Employee referrals are bonused. Topstep offers a food and groceries budget and contributes towards health and wellness.

New Hire Base Salary Range

  • $90,000-$100,000
  • Bonus: This position is eligible for a performance-based bonus as provided by the plan terms and governing documents.
  • The compensation offered will take into account internal equity and may vary depending on the candidate's geographic region, job-related knowledge, skills, and experience among other factors.

Equal Opportunity Employer

Topstep is an Equal Opportunity Employer. We are committed to fostering an inclusive environment where all employees and applicants are valued. All qualified candidates will receive consideration for employment without regard to race, color, religion, gender, gender identity or expression, sexual orientation, national origin, age, disability, or veteran status, in compliance with applicable federal, state, and local laws.

Interested in the role? Apply today with your resume and cover letter!

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