In PersonConsistent in-person presence at the Chicago office is required during the work week.
Administrative & Executive AssistanceExecutive Support
No H1B Sponsorship
About the job
Requirements
A bachelor's degree in business administration, communications, management, organizational leadership, or a related field of expertise is required.
At least 8 years of experience working in an executive support role, executive operations, or a related field, including at least 5 years supporting an Executive, Chief Executive Officer, President, or comparable senior executive.
Ability to synthesize complex information and translate it into concise insights, options, and recommendations.
Outstanding written, verbal, and interpersonal communication skills.
Ability to influence, coordinate, and drive accountability without direct authority.
Advanced problem-solving skills and ability to operate proactively with limited direction.
Experience partnering with senior leadership teams and high-level internal and external stakeholders.
Expertise in Microsoft Office tools and programs, executive reporting, and project tracking tools.
Exceptional organizational skills.
Responsibilities
Facilitate alignment across the organization, support informed decision-making, lead executive-level projects, and strengthen accountability for key priorities.
Serve as the Executive’s primary strategic support partner, trusted advisor, and confidential resource.
Help the Executive evaluate and prioritize competing initiatives, commitments, decisions, and organizational objectives based on business impact and urgency.
Maintain an integrated view of the Executive’s priorities, key milestones, dependencies, risks, and required decisions.
Facilitate communication as an extension of the Executive’s office, reinforce accountability, and promote timely execution of agreed-upon priorities.
Prepare concise executive briefings, decision-support materials, business cases, scenario summaries, and strategic recommendations.
Anticipate emerging issues, identify potential roadblocks, and recommend practical solutions before matters require escalation.
Document and communicate executive decisions and directives to appropriate stakeholders and track them through completion.
Support the Executive in advancing enterprise-wide initiatives, annual goals, operating priorities, and strategic plans.
Coordinate with leadership team members to promote alignment, clarify expectations, and monitor progress against key commitments.
Facilitate cross-functional collaboration on matters requiring coordination among departments, offices, or business units.
Develop executive dashboards, progress reports, and leadership updates that provide visibility into organizational performance and priority initiatives.
Synthesize complex information from multiple sources so the Executive can understand key issues, options, and recommended actions.
Keep the Executive informed of significant organizational developments, risks, opportunities, and decisions requiring attention.
Lead and coordinate special projects on behalf of the Executive from scope definition through implementation and closeout.
Coordinate cross-functional project teams and resolve routine barriers to maintain momentum and achieve intended outcomes.
Conduct research, analysis, and benchmarking to support strategic planning and executive decision-making.
Identify and recommend process improvements that strengthen organizational effectiveness, leadership visibility, and executive office operations.
Draft and edit executive correspondence, presentations, reports, announcements, talking points, speeches, and briefing materials.
Ensure communications issued from the Executive’s office are clear, consistent, timely, and aligned with organizational priorities and leadership tone.
Manage sensitive and confidential communications with sound judgment, professionalism, and discretion.
Serve as a liaison between the Executive and internal leaders, employees, clients, partners, board members, and other key stakeholders, as appropriate.
Prepare the Executive for internal meetings, client discussions, industry events, and other high-visibility engagements.
Plan and coordinate executive leadership meetings, strategic planning sessions, operating reviews, and other priority forums led by the Executive.
Develop focused agendas and briefing packages that support decision-making and effective use of leadership time.
Capture key decisions, commitments, owners, and deadlines and maintain a disciplined follow-up process.
Monitor completion of action items and provide the Executive with concise status updates, risks, and areas requiring intervention.
Maintain organized and confidential records of executive decisions, strategic initiatives, and leadership commitments.
Establish systems, routines, and workflows that improve the effectiveness, responsiveness, and consistency of the Executive’s office.
Triage executive requests and correspondence according to strategic relevance, urgency, confidentiality, and required level of executive involvement.
Monitor commitments made by or on behalf of the Executive and ensure appropriate preparation and follow-through.
Maintain the confidentiality and integrity of sensitive executive records, reports, personnel information, and strategic documents.
Partner with the Executive Assistant to ensure day-to-day administrative support is seamless, accurate, and aligned with the Executive’s priorities.
Desired Qualifications
Previous staff supervision, team leadership, or administrative operations experience.
About Us Ardmore Roderick is a full-service infrastructure solutions firm that specializes in Utilities, Transportation, Aviation, Rail and Transit, Building and Facilities Projects. We are headquartered in Chicago, IL with offices in Florida, Illinois, North Carolina, Ohio, Pennsylvania, Tennessee and Texas.
Our Vision Reimagining infrastructure to improve lives and communities
Our Mission Transforming communities by empowering the best minds to deliver innovative infrastructure solutions
Our Values We Care: especially about excellence, impact, innovation, inclusion and safety
Job Overview We are seeking a new Executive Assistant to join our team at Ardmore Roderick. As an Executive Assistant, you will join a team of infrastructure solutions experts working to solve our client’s ever evolving project needs. This opportunity will be located in our Chicago, IL office and will require consistent in-person presence during the work week.
Position Summary
The Executive Assistant serves as a strategic business partner and trusted advisor, providing high-level support that extends beyond traditional administrative responsibilities. This role helps the executive establish and manage priorities, advance strategic initiatives, coordinate executive communications, monitor organizational commitments and ensure timely follow-through on critical business objectives.
Key Responsibilities Strategic Partnership and Executive Priority Management
Facilitates alignment across the organization, supports informed decision-making, leads executive-level projects and strengthens accountability for key priorities
Serve as the Executive’s primary strategic support partner, trusted advisor and confidential resource
Help the Executive evaluate and prioritize competing initiatives, commitments, decisions and organizational objectives based on business impact and urgency
Maintain an integrated view of the Executive’s priorities, key milestones, dependencies, risks and required decisions
Act as an extension of the Executive’s office by facilitating communication, reinforcing accountability and promoting timely execution of agreed-upon priorities
Prepare concise executive briefings, decision-support materials, business cases, scenario summaries and strategic recommendations
Anticipate emerging issues, identify potential roadblocks and recommend practical solutions before matters require escalation
Ensure executive decisions and directives are documented, communicated to the appropriate stakeholders and tracked through completion
Leadership Alignment and Organizational Effectiveness
Support the Executive in advancing enterprise-wide initiatives, annual goals, operating priorities and strategic plans
Coordinate with members of the leadership team to promote alignment, clarify expectations and monitor progress against key commitments
Facilitate cross-functional collaboration on matters that require coordination among departments, offices or business units
Develop executive dashboards, progress reports, and leadership updates that provide clear visibility into organizational performance and priority initiatives
Synthesize complex information from multiple sources so the Executive can quickly understand key issues, options and recommended actions
Keep the Executive informed of significant organizational developments, risks, opportunities and decisions requiring attention
Strategic Project Leadership
Lead and coordinate special projects on behalf of the Executive, from scope definition through implementation and closeout
Coordinate cross-functional project teams and resolve routine barriers to maintain momentum and achieve intended outcomes
Conduct research, analysis, and benchmarking to support strategic planning and executive decision-making
Identify and recommend process improvements that strengthen organizational effectiveness, leadership visibility and executive office operations
Executive Communications
Draft and edit executive correspondence, presentations, reports, announcements, talking points, speeches and briefing materials for the Executive
Ensure communications issued from the Executive’s office are clear, consistent, timely and aligned with organizational priorities and leadership tone
Manage sensitive and confidential communications with sound judgment, professionalism and discretion
Serve as a liaison between the Executive and internal leaders, employees, clients, partners, board members and other key stakeholders, as appropriate
Prepare the Executive for internal meetings, client discussions, industry events and other high-visibility engagements
Leadership Meetings and Governance Support
Plan and coordinate executive leadership meetings, strategic planning sessions, operating reviews and other priority forums led by the Executive
Develop focused agendas and briefing packages that support decision-making and make effective use of leadership time
Capture key decisions, commitments, owners, and deadlines and maintain a disciplined follow-up process
Monitor completion of action items and provide the Executive with concise status updates, risks and areas requiring intervention
Maintain organized and confidential records of executive decisions, strategic initiatives and leadership commitments
Executive Office Operations
Establish systems, routines, and workflows that improve the effectiveness, responsiveness and consistency of the Executive’s office
Triage executive requests and correspondence according to strategic relevance, urgency, confidentiality and required level of executive involvement
Monitor commitments made by or on behalf of the Executive and ensure appropriate preparation and follow-through
Maintain the confidentiality and integrity of sensitive executive records, reports, personnel information and strategic documents
Partner with the Executive Assistant to ensure day-to-day administrative support is seamless, accurate and aligned with the Executive’s priorities
Required Qualifications
Bachelor’s degree in business administration, communications, management, organizational leadership or related field of expertise
Minimum of 8 years working in an executive support role, executive operations or related field, minimum of 5 years supporting an Executive, Chief Executive Officer, President or comparable senior executive
Ability to synthesize complex information and translate it into concise insights, options and recommendations
Outstanding written, verbal and interpersonal communication skills
Ability to influence, coordinate and drive accountability without direct authority
Advanced problem-solving skills and the ability to operate proactively with limited direction
Experience partnering with senior leadership teams and high-level internal and external stakeholders
Be an expert in Microsoft Office tools and programs, as well as executive reporting and project tracking tools
Have exceptional organizational skills
Preferred Qualifications
Previous staff supervision, team leadership, or administrative operations experience
Benefits
We offer Medical, Dental, and Vision Plans
401K, Paid Maternity Leave, Competitive PTO
Employee Assistance Program (EAP) and more
Sponsorship and relocation are not available for this opportunity.
Ardmore Roderick is an Equal Employment Opportunity employer that is committed to diversity and inclusion in the workplace. All qualified applicants will receive consideration for employment without regard to race, color, religion, national origin, sex, sexual orientation, gender identity and expression, age, disability status, protected veteran status, or any other characteristic protected by local, state, or federal law. Ardmore Roderick participates in E-Verify.
We are committed to providing access, equal opportunity, and reasonable accommodation for individuals with disabilities. Please reach out to us if you require reasonable accommodation in responding to a job announcement, interviewing, or otherwise participating in the employee selection process.
Salary Range: $110,032-137,072, Ardmore Roderick is providing the compensation range that the company believes it might pay and/or offer for this position, based on the successful applicant’s education, experience, knowledge, skills and abilities in addition to internal equity and specific geographic location.