Executive Assistant__Executive Operations & Support

Company Description

Frost Chicago is a full-service event production company that brings corporate events, experiential activations, luxury weddings, and private events to life through lighting, audio, video, rigging, staging, drape, scenic, and custom fabrication.

We combine creative thinking with disciplined execution. Our work moves quickly and depends on strong communication, attention to detail, sound judgment, and people who take ownership from the first conversation through the final event.

Job Summary

Frost Chicago is seeking a highly organized, proactive Executive Assistant to support the President and Vice President, Administration & Sales. The purpose of the role is not simply to manage email and calendars, but to improve the way both executives work day to day. The Executive Assistant will create and maintain practical systems for priorities, meetings, communication, follow-through, travel, expenses, and recurring executive routines.

The right person is process-minded and takes ownership. They notice friction, bring order to incomplete information, develop repeatable workflows, and make sure important commitments move forward without requiring constant executive intervention. They must work comfortably between two leaders with different responsibilities, schedules, and working styles.

This role owns the processes surrounding the executives' work. It does not own sales, event production, departmental operations, or company-wide strategy.

Key Responsibilities

Manage complex calendars for two executives; establish practical scheduling routines, protect focus time, resolve conflicts, and ensure each calendar reflects current priorities.

Build and maintain a clear executive workflow for priorities, decisions, commitments, deadlines, and follow-up across both leaders.

Prepare meetings and improve recurring meeting routines, including agendas, materials, notes, action tracking, and follow-through.

Manage the flow of incoming requests and communications; create clear routing and prioritization practices, flag time-sensitive items, and support timely responses.

Translate conversations and decisions into organized notes, owners, deadlines, and next steps so commitments do not depend on memory.

Identify recurring friction in the executives' day-to-day work and develop practical, repeatable solutions such as checklists, templates, trackers, and routines.

Coordinate business travel, transportation, accommodations, itineraries, appointments, and related changes.

Prepare expense reports, organize receipts, and maintain accurate supporting records.

Draft, proofread, format, and organize presentations, reports, letters, and internal communications.

Maintain confidential information, organized files and contact records, and professional relationships with employees, clients, vendors, and other stakeholders.

What Success Looks Like

The executives can focus on leadership and high-value decisions because their day-to-day workflows are organized and dependable.

Calendars, meetings, communications, travel, and administrative routines are handled proactively rather than reactively.

Commitments, decisions, and follow-ups are captured, kept visible, and moved forward without repeated executive intervention.

Recurring executive-support processes become clearer, more consistent, and less dependent on individual memory.

Experience and Qualifications

3+ years of experience in executive support, senior administration, project coordination, client service, hospitality, professional services, or another high-trust, fast-paced role preferred; equivalent experience and demonstrated ability will be considered.

Experience supporting senior leaders or multiple demanding stakeholders is preferred, but not required.

Demonstrated ability to create or improve practical workflows, tracking systems, templates, checklists, or recurring routines.

Strong organization, attention to detail, time management, and follow-through across multiple priorities.

Strong discretion and judgment when handling confidential information, competing requests, and incomplete information.

Excellent written and verbal communication, proofreading, and document-formatting skills.

Ability to work independently, anticipate needs, adjust to changing priorities, and follow through without repeated reminders.

Comfort with calendars, email, documents, spreadsheets, presentations, and shared tracking tools; Google Workspace or Microsoft Office experience is helpful.

A proactive, service-minded, and process-oriented working style, with the confidence to recommend a better way of working when appropriate.

If this role sounds exciting but your background does not match every listed qualification, we still encourage you to apply. We value transferable experience, judgment, initiative, and the ability to learn.

Compensation and Benefits

The anticipated annual base salary range is $65,000-$85,000, depending on experience and qualifications.

Eligible full-time employees may participate in Frost Chicago's benefits package, which currently includes medical, dental, and vision coverage, paid time off, and a 401(k), subject to eligibility requirements and plan terms.

Physical Requirements

Ability to sit or stand for extended periods while working at a computer or in an office environment.

Ability to move throughout the office and between meeting spaces.

Occasional lifting or movement of office materials up to 25 pounds.

Work Environment

This is a full-time, on-site position based at Frost Chicago, 830 W. 40th Street, Chicago, Illinois. The typical schedule is Monday through Friday during regular business hours. Occasional schedule flexibility may be required based on the executives' calendars. Travel is minimal.

Equal Opportunity Employer

Frost Lighting Company of Illinois, Inc. is an equal opportunity employer. We value a diverse and inclusive workforce and recruit, hire, train, and promote qualified individuals without regard to any classification protected by applicable federal, state, or local law.

Pay: $65,000.00 - $85,000.00 per year

Benefits:

401(k)

Dental insurance

Flexible schedule

Health insurance

Paid time off

Vision insurance

Application Question(s):

Describe a process, workflow, or recurring routine you created or improved to make an executive or team more effective. What was the problem, what did you change, and what was the result?

Two executives give you urgent requests at the same time, and both cannot be completed immediately. How would you determine priorities, communicate with each executive, and make sure neither request is lost?

Ability to Commute:

Chicago, IL 60609 (Preferred)

Pay: $54,351.72 - $65,455.84 per year

Benefits:

• 401(k) matching
• Dental insurance
• Health insurance
• Paid time off
• Vision insurance

Work Location: In person