Executive Administrative Assistant

JOB OVERVIEW This is a full-time Executive Assistant role that is located on-site in the corporate office. This individual will assist the Executive team and needs to be a high energy, detail oriented, organized, self starter. The Executive Assistant would handle meeting arrangements, constant management of changing calendar appointments, travel coordination, phone call screening and handling, spreadsheet creation, proof-reading of emails, and spreadsheets, documents & presentations, creation of meeting agendas, screening/organizing appointment requests assisting all executives, including but not limited to the CEO and President/CFO. Resourceful problem-solver and relationship builder, with a can-do attitude. QUALIFICATIONS/SKILLS Requirements are representative of minimum levels of knowledge, skills and /or abilities. To perform this job successfully, the employee will possess the abilities or aptitudes to perform each duty proficiently with or without reasonable accommodation. This position must be able to keep all company and personnel information and knowledge confidential. Essential - High School Degree or higher. - Five (5) years of experience and knowledge in Executive Assistant role. - Ability to communicate effectively and speak, read and write English fluently. - Proven ability to handle confidential information with discretion, be adaptable to various competing demands, and demonstrate the highest level of guest service and response. - Point person for event planning including but not limited to creating power points, setting up venues, lunches and managing travel and calendars for corporate and field staff. - Must be able to interact with a wide range of people including employees at different levels and from different departments with a friendly, professional and respectful demeanor. - A positive attitude, flexibility and team working abilities are critical. Desirable - Skilled in handling multiple projects simultaneously. - Highly organized and thoughtful with strong customer service skills. - Expert in Microsoft Office (Outlook, Word, Excel, Teams and Power Point), Adobe Acrobat, Zoom, - Ability to problem-solve in a fast-paced, dynamic environment. Essential Job Functions - Strong customer service skills include active listening, setting expectations, and communication. - Well-developed external customer communication skills (written and oral). - Must be comfortable consolidating feedback from multiple sources into one document. - Able to handle organizing HR documents including employee on-boarding and off-boarding that includes security fob's and alarms creating handbooks, employment files, HR documents and assist with job fairs or other internal or external functions as requested. - Stocking and organizing office kitchen, ordering and setting up lunches, organizing team meetings, social hours, events. - Provide planning and meeting support for any meetings including booking travel arrangements, tracking attendance, electronic and hard copy material assembly, passing out name tags, providing directions, running slide presentations, assistance to attendees, and other duties as needed. - Oversee all aspects of event planning from inception to completion ensuring seamless execution while exceeding participants expectations. - Highly resourceful team-player, with the ability to also be extremely effective independently. - Strong interpersonal and stress management skills, with a demonstrated ability to make effective decisions while working through complex personality, program, and business related issues. - Ability to stay organized and on top of daily tasks and projects. - Strong interpersonal and stress management skills, with a demonstrated ability to make effective decisions while working through complex personality, program, and business interest related issues - Manage the calendars of each executive with a high level of detail, using a collaborative process for eliminating conflicts and prioritizing the most critical engagements. - Ability to frequently handle pressures related to meeting deadlines and working on projects requiring concentration and attention to detail. - Prepare expense reports, vendor invoicing paperwork including monthly expense reconciliations. for executives as requested. - Orders all office business cards, paper products, soda's, waters, food and cleaning supplies. - Ensures office cleanliness including lunch room. - General office duties as needed. - Any other duties assigned.

Location: Chicago, IL, US

Posted Date: 1/21/2025