Waveguide LLC, part of Compass Group, is hiring an Executive Assistant who is passionate about the hospitality business. This dynamic role, based in Chicago with a hybrid schedule (in-office Tuesdays, Wednesdays, and Thursdays), involves participating in the full business cycle, from first impressions to contract signing and relationship management.
What You'll Do
- Manage day-to-day scheduling of executive calendars.
- Coordinate with internal and external stakeholders at a high level.
- Ensure seamless logistical details for internal, off-site, board, and client meetings.
- Produce entertainment activations and set up for meetings and presentations.
- Book business travel and actively monitor for disruptions and changes.
- Demonstrate utmost professionalism in phone, email, and in-person communication.
- Commit to responsive collaboration with executives, clients, and multi-disciplinary leaders.
- Provide clerical support, including processing invoices and expense reports.
- Facilitate and propose ideas for follow-up notes, gifts, cards, and awards.
- Conduct research on partners and develop briefs for the executive team.
- Assist in developing world-class proposals and presentations, participating in creative brainstorming.
- Promote a cooperative work climate in a high-pressure, deadline-driven environment.
- Coordinate meetings, including room blocking, calendar invites, setup, and catering.
- Provide support with expenses and travel.
- Assist with PDFs, including saving and making files readable.
- Provide general administrative assistance such as filing and scanning.
What We're Looking For
- Excellent and professional written and verbal communication skills.
- Knowledge of MS Office applications, including Word, Excel, and Outlook.
- Ability to manage complex and highly confidential information.
- Ability to work autonomously and across multiple tasks, reporting into different project teams.
- Ability to build a PowerPoint presentation with design and creativity skills.
- Adept problem-solving skills.
- Ability to prioritize and plan work activities to use time efficiently.
- Must be organized, accurate, thorough, and able to monitor work for quality.
- A high degree of personal organization and self-management.
Nice to Have
- Experience working at an Executive Assistant level with senior management and senior-level clients.
Technical Stack
- MS Word
- MS Excel
- MS Outlook
- MS PowerPoint
Team & Environment
You will report into the executive team while working autonomously and across multiple tasks, reporting into different project teams as needed.
Benefits & Compensation
- Compensation: $65,000 - $73,000
- Medical, Dental, and Vision insurance
- Life Insurance/AD & Disability Insurance
- Retirement Plan
- Flexible Time Off Plan and Paid Parental Leave
- Holiday Time Off (varies by site/state) and Personal Leave
- Associate Shopping Program and Discount Marketplace
- Health and Wellness Programs
- Identity Theft Protection and Pet Insurance
- Commuter Benefits
- Employee Assistance Program
- Flexible Spending Accounts (FSAs)
Work Mode
This is a hybrid role based in Chicago, with an in-office schedule of Tuesdays, Wednesdays, and Thursdays.
We will consider for employment all qualified applicants, including those with a criminal history (including relevant driving history), in a manner consistent with all applicable federal, state, and local laws, including the City of Los Angeles’ Fair Chance Initiative for Hiring Ordinance, the San Francisco Fair Chance Ordinance, and the New York Fair Chance Act.
