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Executive Assistant

3 months ago

Buffalo Grove, United States Hirewell Full time

*This role is contract to hire*


JOB SUMMARY

The Executive Assistant provides administrative support to the Executive Leadership Team (ELT) and oversees the Executive Office operations including workflow, and planning. They optimize productivity and ensure the smooth operation of the ELT by facilitating the efficient administrative execution of key programs, projects, and initiatives. In addition, this role oversees schedules, travel arrangements, communications, prioritizes daily correspondence and assists with document preparation, as needed. Oversees the day-to-day functioning, upkeep, and maintenance of the office. They serve as the primary contact for office maintenance, managing facilities contracts, coordinating events, and responding to emergencies.


ESSENTIAL RESPONSIBILITIES

-Provides administrative support to the ELT by handling day-to-day tasks to optimize productivity.

-Manages the ELT’s calendars and appointments, coordinating and scheduling meetings on behalf of the ELT. Adjusts ELT schedules as needed to accommodate changing priorities and requests.

-Oversees the Company calendar, the “Cadence of Accountability” calendar, and assists with conference room bookings.

-Facilitates meetings to maintain effective communication, address concerns, and ensure alignment with project goals. Takes accurate and detailed meeting notes, summarizes key points, action items, and follow-ups. Distributes notes to and tracks progress of action items.

-Executes daily administrative functions, including document preparation, organizing files, data entry, and expense reporting. Research and drafts templates, presentations, and reports for the ELT, as needed.

-Drafts and disseminates various communications, including letters and emails.

Acts as a liaison between the ELT and internal and external stakeholders, ensuring effective communication and a high level of professionalism.

-Coordinates travel plans, logistics and receipt submittal, as needed.

-Negotiates and maintains facilities contracts with vendors, service providers, and contractors. Manages the facilities budget.

-Oversees building access policy, tracking, managing, and updating building access for all employees and visitors.

-Serves as main point of contact for all access-related matters (e.g., building security, keys, maintenance).

-Oversee receptionist duties and coordinates coverage.

-Oversees the Wellness Kiosk ordering and budget, coordinating with others, as needed.


SECONDARY RESPONSIBILITIES

Comprehends and adheres to all safety, quality, and Company guidelines specified in the Employee Handbook, the safety policy manuals, quality procedures or any official Company documents.

Other duties, as assigned.


ESSENTIAL QUALIFICATIONS AND REQUIREMENTS

  • Education and/or Experience: Requires bachelor’s degree with 3+ years of experience as an Executive Assistant or an equivalent combination of education and experience. Minimum 5 years of experience in a fast-paced, high volume professional environment.
  • Communication Skills: Excellent phone etiquette and verbal communication skills: Ability to listen effectively to understand the needs of internal and external customers. Ability to talk with customers, coworkers, and vendors, and appropriately adjust technical content to meet different audience knowledge. Ability to write effectively for electronic communication with customers, coworkers, and vendors. Proven success in leadership and conflict management.
  • Computer Skills: Ability to operate NetSuite and Microsoft Suite (Word, Excel, Outlook). Aptitude for learning new software programs, such as project/collaboration tools, portals and other programs needed to communicate / collaborate with employees and key external stakeholders.
  • Supervisory Responsibilities: This position has no supervisory responsibilities.
  • Physical Demands: While performing the duties of this job, the employee is regularly required to sit, stand walk; and talk or hear; use hands and fingers to handle, feel or operate objects, tools, or controls, and reach with hands and arms. Requires the ability to bend or stand on a stool as necessary and occasionally lift and/or move up to 20 pounds. Specific vision abilities required by this job include close vision and the ability to adjust focus.
  • Driving Responsibilities: This position requires no travel during regular business hours.
  • Work Environment: This job operates in a in a warehouse and office environment. This role routinely uses standard office equipment such as computers, phones, photocopiers, and fax machines.
  • Position Type and Expected Hours of Work: This is a full-time position, and typical work hours and days are Monday through Friday, 8:00 A.M. to 5:00 P.M. with one (1) hour unpaid lunch.


Other Qualifications: Requires the ability to organize, time manage, and multi-task for maximum efficiency. Must possess exceptional attention to detail, communication, and interpersonal skills. Must handle confidential information with discretion. Requires advanced computer skills and the ability to work independently and as part of a team. Proficiency in budget management.