Executive Assistant 

We’re looking for a talented Executive Assistant to join our team!

The Executive Assistant performs a variety of administrative assignments that supports the overall functions of the CEO. Responsibilities include calendar management, extensive travel administration, meeting preparation, and expense reporting.

This regular, full-time position may allow a remote work arrangement for the right candidate or could be based out of any of our hubs including Chicago, Orlando, or Boston.

Position Accountabilities:

  • Managing and maintaining the calendar/schedule for the CEO and other executives and ensuring adequate preparation for corporate meetings, in coordination with other teammates when appropriate.
  • Reading and drafting responses to email and correspondence of the CEO, screening calls, and responding as necessary, ensuring confidentiality and discretion when appropriate.
  • Handling of the day in and day out activities and priorities of the CEO, ensuring effective communication and completion of high priority activities.
  • Arranging and managing travel and logistics (flights, ground transport, and hotels), including arranging meetings and submitting expenses for reimbursement. Anticipates travel needs and accommodates any changes as necessary to travel logistics, ensuring that preferences and requirements are accommodated.
  • Helping act as a liaison between the CEO and the rest of the organization, often making decisions to execute deliverables timely and effectively on behalf of the CEO
  • Completing general administrative tasks and projects, including contacting/preparing correspondence to, or responding to, high-ranking individuals from large national or international firms
  • Managing general office operations such as coordinating visitor logistics, assisting with internal office communication, supplies management, and other duties as assigned
  • Preparing corporate presentations and other documents as requested by the Office of the CEO
  • Having availability and flexibility outside of normal business hours in support of the CEOs needs
  • Inclusive of mornings, nights, and weekends when needed
  • Responsible for traveling as needed, assisting and working at two significant company meetings annually
  • Facilitates distribution of tickets and other items to clients on behalf of the Office of CEO, ensuring that goals are met relative to distribution.
  • Supervises office interns, provides coaching and feedback, ensures that work is assigned and monitored. Manages timesheet activity for interns and approves in AOD system.
  • Supports finance team with check processing functions, ensuring that proper controls are being followed and handled timely.
  • Orders, tracks and maintains office supplies for the Boston office team. Oversees this function with interns.


Candidate Experience & Qualifications:

  • 5-10+ years previous related experience, with a successful track record
  • Proficient with MS Office Suite
  • Excellent partnership, collaboration, and influencing skills
  • Ability to be pro-active and anticipate all needs of the CEO
  • Exceptional communication, negotiation, and presentation abilities
  • Skilled at listening to needs and translating into workable solutions
  • Ability to probe for additional detail and to identify the root cause or unstated needs
  • Understanding of a business
  • Creative thinking skills
  • Strong organizational skills and highly developed ability to multi-task and prioritize effectively
  • Highly adaptable and capable of working in a very fast-paced, dynamic environment
  • Self-starter, independently driven to succeed
  • Approximately 20-30% travel required (post-pandemic)
  • Demonstrated ability to work overtime – including nights and weekends
  • Associates’ or Bachelors’ degree in a business or finance-related discipline preferred.

Pacific Resources seeks out and embraces diversity in our talent. Our business thrives on the diversity of talent, experience, character, and inclusion.

Pacific Resources does not discriminate against teammates or applicants for employment on the basis of race, color, religion, absence of religious affiliation, national origin, ethnicity, age, disability, perception of disability, sex, sexual orientation, gender identity/expression, gender orientation, marital status, service in our armed forces, veteran status in our armed forces, political activity or political party affiliation. We are committed to ensuring equal employment opportunities for all our teammates and applicants for employment. Our equal employment opportunity philosophy, in accordance with federal, state, and local law, applies to all aspects of employment with us including recruiting, hiring, training, transfer/promotion, compensation, benefits, and termination.

At Pacific Resources, we are passionate about our shared experiences and seek applicants who demonstrate a passion for the work, who value differences, work collaboratively and drive results.

Apply now!

Pacific Resources does not discriminate against teammates or applicants for employment on the basis of race, color, religion, absence of religious affiliation, national origin, ethnicity, age, disability, perception of disability, sex, sexual orientation, gender identity/expression, gender orientation, marital status, service in our armed forces, veteran status in our armed forces, political activity or political party affiliation. We are committed to ensuring equal employment opportunity for all our teammates and applicants for employment. Our equal employment opportunity philosophy, in accordance with federal, state and local law, applies to all aspects of employment with us including recruiting, hiring, training, transfer/promotion, compensation, benefits and termination.

At Pacific Resources, we are passionate about our shared experiences and seek applicants who demonstrate passion for the work, who value differences, work collaboratively and drive results.