Executive Assistant

Harbor is seeking a dynamic Executive Assistant to the CEO to join our growing company.  The Executive Assistant to the CEO is the strategic right hand to the organization’s top leader, a trusted partner who ensures that the CEO’s time, focus, and energy are directed toward the highest-value priorities. This role is far more than administrative support; it is a critical extension of executive leadership, driving efficiency, communication, and alignment across the company. 

Acting as a gatekeeper, liaison, and confidant, the Executive Assistant manages complex calendars, coordinates high-level meetings, prepares critical materials, and anticipates the CEO’s needs before they arise. They serve as the connective tissue between departments, ensuring that initiatives move forward seamlessly and that the CEO remains informed and empowered to make timely, strategic decisions. 

Equipped with strong business acumen, discretion, and exceptional organizational and interpersonal skills, the Executive Assistant represents the CEO with professionalism and tact in all interactions. Their influence extends beyond logistics - they help shape culture, foster relationships with key stakeholders, and enable the CEO to lead with clarity and impact.  

This is a full-time position working hybrid from out Chicago, IL company headquarters.  

Key Responsibilities: 

Executive & Administrative Support 

• Manage the CEO’s complex calendar, meetings, and travel arrangements with accuracy and foresight. 
• Anticipate needs, resolve scheduling conflicts, and ensure the CEO is fully prepared for all engagements. 
• Collaborate daily with the Chief of Staff to streamline workflows, manage priorities, and support the CEO’s overall effectiveness.
• Draft, review, and edit correspondence, presentations, and reports with a high degree of professionalism, polish and attention to detail. 
• Handle incoming communications (calls, emails, and requests) with discretion, prioritizing issues and routing as appropriate. 
• Prepare client briefing materials, meeting notes, and follow-up action plans. 

Client & Partner Coordination 

• Serve as a professional and trusted point of contact for clients, internal leadership, and external stakeholders. 
• Manage client communications and logistics for high-level meetings, presentations, and firm events. 
• Uphold the firm’s brand through exceptional service, responsiveness, and confidentiality. 

Leadership & Governance Support 

• Coordinate Board of Directors and Executive Leadership Team (ELT) meetings, including agendas, materials, minutes, and follow-up actions. 
• Support key governance processes, including compliance documentation and executive reporting. 
• Track firm initiatives and ensure timely execution of CEO commitments and strategic priorities. 

Operational & Strategic Support 

• Support firmwide initiatives, including business development efforts, client engagement, and internal communications. 
• Conduct research, analyze data, and prepare concise executive summaries and insights for decision-making. 
• Partner with Finance, HR, and Operations teams to streamline processes and maintain organizational efficiency. 

Qualifications: 

Education & Experience 

• Bachelor’s degree in Business Administration, Communications, or related field preferred. 
• Minimum of 7 years supporting senior executives in a professional services environment; consulting, legal, financial, or similar field preferred. 
• Proven experience managing confidential information and complex, multi-stakeholder relationships. 

Skills & Competencies 

• Impeccable communication skills — both written and verbal — with strong attention to detail. 
• Professional presence, discretion, and judgment appropriate for client-facing and board-level interactions. 
• Exceptional time management, prioritization, and problem-solving skills. 
• Advanced proficiency in Microsoft 365 and Teams plus MS Office Suite tools such as Word, Excel, and Powerpoint; experience with CRM (Salesforce) a plus. 
• Strong business acumen and the ability to anticipate needs in a high-pressure, deadline-driven environment. 

Work Environment 

• Collaborative, client-focused culture that values professionalism and precision. 
• Fast-paced and deadline-driven, requiring flexibility and a proactive mindset. 
• Occasional after-hours or travel support may be required. 

Compensation & Benefits 

• Competitive salary commensurate with experience. 
• Comprehensive benefits, including health, retirement, and paid time off. 
• Opportunities for professional development and advancement within a respected firm.