Executive Assistant Intern at Nekia Nichelle, LLC. in Chicago, Illinois, United States

Job description

• The N Brand is seeking a highly organized, proactive, and detail-oriented Executive Assistant Intern to work directly with COO Clint Johnson and support the organization and day-to-day coordination of the agency.
• This unpaid 6 month internship is ideal for someone who thrives in a fast-paced environment, enjoys keeping people and projects organized, and has strong attention to detail. The Executive Assistant Intern will help manage the agency's campaign calendar, coordinate with agents and team members, track deadlines and deliverables, assist with events and special projects, and ensure that important tasks and opportunities do not fall through the cracks.
• A major part of the role will be following up with agents and team members on progress, identifying what is outstanding, and communicating updates to the COO.
• The successful candidate should be comfortable working with confidential business information, professional documents, contracts, calendars, spreadsheets, and internal systems.

Responsibilities

• Executive Support
• Provide day-to-day administrative and organizational support to COO Clint Johnson.
• Help organize priorities, projects, meetings, deadlines, and follow-up items.
• Keep Clint informed of campaign progress, outstanding tasks, upcoming deadlines, and potential issues.
• Follow up with agents and team members regarding assigned responsibilities and project progress.
• Help prepare information, notes, documents, and updates for meetings.
• Maintain organized digital files and agency information.
• Help ensure important tasks and follow-ups are completed on time.
• Campaign Organization & Management
• Maintain and update the master campaign calendar.
• Track active, upcoming, and completed campaigns.
• Monitor campaign launch dates, deadlines, milestones, and deliverables.
• Track the assets and materials required for each campaign.
• Follow up with agents and team members regarding outstanding graphics, copy, links, approvals, contracts, and other deliverables.
• Identify campaigns that are approaching launch and ensure the appropriate team members are prepared.
• Maintain campaign checklists and organizational systems.
• Confirm campaigns are moving through the appropriate stages and launching on schedule.
• Archive completed campaigns and maintain organized records.
• Contract & Document Support
• Edit and update contracts and other business documents as directed.
• Make requested revisions to contract language, names, dates, terms, and other details while maintaining professional formatting.
• Review documents for completeness, consistency, formatting, and obvious errors.
• Organize contracts and related documents in the appropriate files.
• Track contracts that require revisions, signatures, approvals, or follow-up.
• Maintain confidentiality when handling contracts and other sensitive agency information.
• Coordinate with the appropriate team members when additional information or revisions are needed.
• This role is administrative and organizational in nature; the intern will not be expected to provide legal advice or independently negotiate legal terms.
• Events & Opportunity Coordination
• Maintain the company's event calendar and internal event information.
• Research relevant industry, networking, media, sponsorship, and partnership opportunities.
• Track event dates, RSVP deadlines, applications, sponsorship opportunities, and other important deadlines.
• Assist the Agent in Charge of Events with event planning and organization.
• Track team attendance and event responsibilities.
• Keep event information and materials organized.
• Document contacts and opportunities that result from events.
• Ensure appropriate follow-up occurs after events.

Requirements

• Extremely organized and detail-oriented.
• Proactive and comfortable following up with others.
• Reliable and consistent with deadlines.
• Comfortable communicating directly with agents, executives, and team members.
• Able to manage multiple priorities at once.
• A strong written and verbal communicator.
• Comfortable working with confidential information..
• Experienced with editing and formatting contracts and professional business documents.
• Comfortable learning new systems and processes.
• Able to identify problems and bring them to the appropriate person's attention.
• Someone who naturally looks ahead and asks, "What needs to happen next?"
• Professional, resourceful, and willing to take initiative.
• Previous administrative, executive assistant, office, agency, entertainment, marketing, or business experience.
• Experience working with contracts or professional agreements.
• Experience managing calendars, project trackers, or campaign timelines.
• Strong knowledge of Google Docs, Google Sheets, Google Drive, and/or Microsoft Office.
• Experience working in a fast-paced or entrepreneurial environment.
• Strong proofreading and document-formatting skills.

Skills

Required

• Extremely organized and detail-oriented
• Reliable and consistent with deadlines
• Strong written and verbal communicator