Executive Assistant; Chief Operating Officer & Managing Director, Human ResourcesLocation:
1901 Chestnut Ave
Glenview, Illinois, 60025
United States
Category:
Administration
Date Needed by:
11/30/2026
Primary Duties and Responsibilities:Wespath has an opportunity for an Executive Assistant; Chief Operating Officer (COO)& Managing Director, Human Resources (MDHR). This hybrid role provides executive administrative support (60%) to the Chief Operating Officer and support (40%) to the Managing Director, Human Resources. The position serves as a trusted liaison across the organization, while maintaining a high degree of discretion, independent judgment, and disciplined execution across confidential, documentation-heavy workflows, including daily operations, document preparation, and general administrative support.
More specifically, as an Executive Assistant, you will have the following key responsibilities:- Manage all aspects of internal and external scheduling and maintenance of calendar and appointments. Resolve conflicts and respond effectively to urgent issues.
- Coordinate comprehensive domestic and international travel arrangements.
- Prepare and distribute meeting agendas in coordination with other managers, directors, and senior leaders and that all preparation for all future events is on schedule. Track and follow-up on action items and requests to ensure assignments are completed on time.
- Draft and manage correspondence, minutes, board materials, reports, presentations, and other documents, including those containing confidential or sensitive information.
- Coordinate onboarding logistics for senior leaders, such as arranging schedules and coordinating individual meetings.
- Oversee the allocation of expenses to the COO budget, process expense reports and invoice payments.
- Develop and maintain an efficient filing system. Create and update office procedures, workflows, and operational dashboards as needed.
- Act as the primary liaison for coordinating efforts with internal stakeholders and external partners.
- Greets and hosts guests cordially and professionally, receives and screens telephone calls for the COO and in backup situations for the General Secretary.
Human Resources Operations- Process expense reports, reconcile corporate credit card statements, and handle invoice approvals.
- Draft, edit, and/or format company-wide announcements, policy memos, or confidential correspondence.
- Provide high-level administrative support including document assimilation, preparation, and quality assurance.
- Coordinate logistics, agendas, and note-taking for executive leadership or HR team meetings.
- Assist with company-wide HR events, training sessions, and employee engagement programs.
- Support HR leadership routines and confidential people-related processes by preparing materials, coordinating follow ups, and escalating sensitive matters appropriately.
- Serve as a trusted partner and advisor to the MD, HR, proactively managing priorities and anticipating needs.
- Ad-hoc administrative support for the HR team.
Executive Assistant Benefits and Compensation:- Choose the medical, dental, vision, and well-being benefits that best fit your needs from day one.
- 8% employer contribution to retirement plan with an additional match up to 2% on day one.
- 22 days of PTO + 12 paid holidays.
- Hybrid working arrangement.
- The compensation range for this position is $90,700 - $113,300 with a bonus opportunity and customary benefits. Final compensation will be set based on the hired applicant's qualifications (education, training, and/or experience related to this role), and as such, may fall outside the range shown.
Minimum Requirements/Qualifications:- High school diploma
- 7+ years of experience as an Executive Assistant supporting C-suite level executives in a corporate or business environment.
- Proven ability to manage confidential, complex work independently with strong judgment and discretion.
- Critical thinking and problem-solving skills.
- Strong organizational, time management, documentation, and follow-up skills across multi-stakeholder workflows.
- Excellent written and verbal communication skills with high attention to detail.
- Proficiency in Microsoft 365 (Excel, Outlook, Teams, SharePoint/OneDrive); ability to quickly learn new systems.
Preferred Qualifications- Bachelor's degree in a related discipline to the role
- 1 - 3 years of experience supporting or working closely with the Human Resources function
- Experience supporting compliance, regulatory, and audit processes (including SOC-1)
- Experience using CRMs, workflow tools, or document management systems to maintain a single source of truth.
