Executive Assistant to CEO & Founder at Black Spectacles

| Chicago
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Want to help make the world a safer, more sustainable and more creative place? It may sound like a lofty goal, but that’s exactly what we’re doing at Black Spectacles. Our platform attracts architects around the world who want to push the limits of their industry. Our content — which includes podcasts, design tutorials and exam prep — helps architects keep pace with emerging technologies and software so they can do their best work.

Black Spectacles is a Great Place to Work-Certified™ company and ranked #11 in Education on the INC. 5000 America’s Fastest Growing Company List in 2019. To keep that momentum going strong, we’re expanding our team of enthusiastic go-getters. We’re on the hunt for an Executive Assistant who is eager to help manage the CEO’s email, calendar and run office operations.


This person will act as the Executive Assistant, operations authority, personal gatekeeper and right hand to our CEO in a professional and personal capacity, while supporting a constantly shifting, complex calendar of appointments, requiring communication with internal and external executives and departments. The position resides within a fast-paced environment where multi-tasking, juggling and managing a number of discrete tasks are critical to success.

  • Draft and manage emails/communication on behalf of the CEO, as appropriate
  • Ensure the CEO is on time and prepared for meetings; proactively handle extensive scheduling and Google calendar management; consistently review calendar for changes, continually monitoring and handling conflicts
  • Manage confidential and sensitive information with tact and discretion
  • Coordinate detailed travel arrangements; flight, hotel, dining, and car reservations along with overseeing that travel changes or problems are resolved and communicated
  • Screen incoming calls and handle accordingly
  • Prioritize and manage multiple projects simultaneously and follow through on issues in a timely manner
  • Prepare both routine and confidential correspondence, reports, presentations, and other complex documents
  • Coordinate on and offsite meetings, meeting set-up and clean-up. Attend meetings, as appropriate, to stay informed and abreast of current projects, events, and in some cases develop meeting notes
  • Create and coordinate presentations for major company events
  • Coordinate attendance/details relating to professional memberships, community relations, civic responsibilities, and social and/or personal obligations
  • Work collaboratively with all functions
  • Follow up with executives’ teams, colleagues, consultants, and vendors on outstanding information/ materials, as requested.
  • Take ownership of all administrative office activities including managing vendor payments, monthly transaction reconciliation, and manage all supply procurement
  • Manage all insurance, 401k, and benefits communication and action
  • Schedule and manage new hire onboarding
  • Serve as a resource for office needs and event planning
  • Enhance company systems and processes where needed


The person in this role will need to be a masterful problem-solver and an organizational force with complex calendaring. Additionally, the ideal candidate will have exceptional communication skills and the interest and ability to learn about Black Spectacles’ business and customers.

  • Minimum 8+ years of experience as an Executive Administrative Assistant supporting Executive-level management in a corporate environment
  • Experience supporting C-Level executives at a large and fast growing company
  • Proven ability to handle confidential information with discretion, be adaptable to various competing demands, and demonstrate the highest level of client service and response
  • Strong attention to detail
  • Excellent verbal and written communication skills
  • Strong problem solving, prioritizing, organizational, and time management skills
  • Ability to be a self-starter and work both independently and collaboratively with minimal guidance
  • Ability to work in a fast paced environment and exhibit grace, positivity, and a calm demeanor
  • Natural tendency to apply guidance, direction and information from one task to another similar task.
  • Proven ability to anticipate needs and stay one step ahead.


  • Unlimited Vacation
  • Blue Cross Blue Shield health, dental, vision, short-term / long-term disability and life insurance
  • Flexible Savings Accounts and Health Savings Accounts
  • 401k with Employer match
  • Profit sharing program
  • Employee referral program
  • Free weekly team lunch
  • Commuter pre-tax program
  • Frequent team events & quarterly social gatherings
  • Work out of the inspiring 1871 space, access to events and mentors

Black Spectacles is an equal opportunity employer.

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Technology we use

  • Engineering
  • Product
  • Sales & Marketing
    • JavaLanguages
    • JavascriptLanguages
    • PHPLanguages
    • SqlLanguages
    • Google AnalyticsAnalytics
    • OptimizelyAnalytics
    • IllustratorDesign
    • PhotoshopDesign
    • AsanaManagement
    • IntercomCRM
    • SalesforceCRM
    • Adobe CampaignLead Gen


To ensure the safety and comfort of our employees, we are all working from home right now. Our pets are our new Office Managers.

An Insider's view of Black Spectacles

What’s the vibe like in the office?

Long running inside jokes meets heavy GIF usage meets a variety of nerdy hobbies.


Customer Experience Manager

How do you collaborate with other teams in the company?

Sales and Marketing are always in sync with messaging to our customers, both for B2B and B2C initiatives. One of our core values is "world class or not at all." We've found that this overarching theme helps steer everyone on the team towards the same goal: a world class customer experience during the buying process and the customer journey.


Account Executive

What makes someone successful on your team?

To be successful on the team, one must assimilate themselves into the team already in place. Our entire team is adaptable and eager to learn. Age does not matter as long as one can learn new skills, provide new ideas, and different points of view. Lastly, supporting each other and giving everyone respect is essential to the team's success.


Community Manager

How do your team's ideas influence the company's direction?

For about a year now, we’ve been having all of our employees engage in our quarterly and annual planning process. This process helps decide which projects we work on. We have breakout sessions where smaller groups brainstorm ideas and bring it back to the larger group. Then we have a voting system that really makes it interactive and fun.


Director of Product

How would you describe the company’s work-life balance?

In a word, our work-life balance is “healthy.” Working beyond a 40-hour week is not expected, nor is it a regular occurrence. But, every single person here is an A-player and will work to produce world class results. We encourage everyone to lead physically and emotionally healthy lifestyles, and we genuinely care about each other’s personal lives.


Technology Manager

What are Black Spectacles Perks + Benefits

Black Spectacles Benefits Overview

At Black Spectacles we put a lot of stock in taking care of each other and ourselves. We subscribe to “work hard, play hard,” and our benefits package reflects that. You’ll get unlimited vacation, profit sharing and performance bonuses, team weekly lunch, company outings and more. We are located in the inspiring 1871 space so you can tap into all the resources made available at the hub of Chicago’s tech scene.

Volunteer in local community
Friends outside of work
Eat lunch together
Daily stand up
Open door policy
Team owned deliverables
Team based strategic planning
Group brainstorming sessions
Open office floor plan
Health Insurance & Wellness Benefits
Flexible Spending Account (FSA)
Disability Insurance
Dental Benefits
Vision Benefits
Health Insurance Benefits
Life Insurance
Retirement & Stock Options Benefits
401(K) Matching
Performance Bonus
Child Care & Parental Leave Benefits
Flexible Work Schedule
Black Spectacles has core hours of Monday - Thursday 8a-6p and Friday 9a-1p
Remote Work Program
Family Medical Leave
Vacation & Time Off Benefits
Unlimited Vacation Policy
Generous PTO
Paid Volunteer Time
Paid Holidays
Paid Sick Days
Perks & Discounts
Casual Dress
Commuter Benefits
Company Outings
Some Meals Provided
Happy Hours
Relocation Assistance
Professional Development Benefits
Job Training & Conferences
Lunch and learns
Cross functional training encouraged
Promote from within
Continuing Education stipend
Time allotted for learning
Online course subscriptions available
Customized development tracks
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