Executive Assistant-2610100LH05

Chicago, IL
Full Time
Administration
Experienced
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
  • Develop project plans, milestones, accountability measures, stakeholder strategies and status-reporting processes
  • 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
  • Demonstrated experience managing executive priorities, strategic initiatives, cross-functional projects and confidential matters
  • Exceptional business acumen, executive presence, judgment, discretion and political awareness
  • Strong strategic thinking, priority management, project leadership and organizational planning capabilities
  • 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.
 
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