EXECUTIVE ASSISTANT

Building Services of America (BSA)
Location: Woodridge, Illinois
Position Type: Full-Time Monday - Friday 8:00A - 4:30P
Reports To: Executive Leadership

Salary COE: $55k-$60k

Key Responsibilities

• Manage executive calendars, appointments, meetings, and travel arrangements.
• Review and prioritize incoming calls, emails, and requests; bring urgent matters to leadership’s attention.
• Prepare and proofread correspondence, reports, presentations, proposals, and meeting materials.
• Coordinate leadership meetings, prepare agendas, document action items, and follow up on deadlines.
• Track assigned projects and commitments, providing timely status updates to leadership.
• Serve as a point of contact between executive leadership, department managers, clients, and vendors.
• Maintain organized electronic files, contact lists, and confidential records.
• Coordinate with operations, human resources, accounting, and sales to gather information and support executive priorities.
• Assist with company events, client meetings, and employee communications.
• Prepare expense reports and organize supporting documentation.
• Identify opportunities to improve administrative processes and office efficiency.
• Complete other administrative and special projects as assigned.

Qualifications

• At least one year of executive assistant, senior administrative, or comparable experience preferred.
• Strong organizational skills and the ability to manage competing priorities.
• Excellent written and verbal communication skills.
• Proficiency in Microsoft Outlook, Word, Excel, PowerPoint, and Teams.
• Strong attention to detail and follow-through.
• Ability to work independently, anticipate needs, and adapt to changing priorities.
• Demonstrated discretion when handling sensitive business and personnel information.
• Experience in facility services, property management, or another service-based business is a plus.
• Associate’s or bachelor’s degree preferred; equivalent professional experience will be considered.
• Bi-lingual (English/Spanish) a plus.

Performance Expectations

• Maintain accurate calendars and ensure executives are prepared for meetings.
• Complete assignments and follow-up items within established deadlines.
• Produce clear, accurate, and professional documents.
• Communicate promptly and respectfully with internal and external contacts.
• Maintain confidentiality and exercise sound judgment.
• Keep leadership informed of outstanding commitments, scheduling conflicts, and urgent matters.

Benefits Available to Eligible Employees:

• Health, Dental, and Vision
• 401(k)
• Referral program

Disclaimer: This job description is not designed to cover or contain a comprehensive listing of activities, duties, or responsibilities that are required of the employee. Duties, responsibilities, and activities may change, or new ones may be assigned at any time with or without notice.

Equal Opportunity Employer
This employer is required to notify all applicants of their rights pursuant to federal employment laws. For further information, please review the Know Your Rights notice from the Department of Labor.

Experience

Required

• 1 year(s): Senior Administrative
• 1 year(s): Executive Assistant

Equal Opportunity Employer
This employer is required to notify all applicants of their rights pursuant to federal employment laws. For further information, please review the Know Your Rights (https://www.eeoc.gov/poster) notice from the Department of Labor.