Executive Assistant

1 month ago

Chicago, Illinois, United States Mark Anthony Group ("Mike's Hard Lemonade + White Claw") Full time
We are seeking a proactive and diligent Executive Assistant to join our team. The ideal candidate will possess a proven track record of excellence and accuracy, demonstrating a high level of motivation and a positive attitude. This role requires exceptional organizational skills, and an unwavering commitment to maintaining high standards of excellence.

This role will provide executive assistant support to the Executive Vice President and the Chicago based supply leadership team.

Core Duties and Responsibilities:

Scheduling
  • Manage multiple calendars over multiple time zones and maximize the Executive Vice President & the Chicago based leadership team's calendars
  • Provide comprehensive administrative support to the executive team.
  • Manage and organize complex calendars, including scheduling meetings, appointments, and events.
  • Plan, coordinate, and execute company events, both large and small.
  • Prepare and edit correspondence, reports, and presentations with meticulous attention to detail.
  • Provide expenses support to the leadership team.
  • Handle confidential information with the utmost discretion and professionalism.
  • Liaise with internal and external stakeholders, fostering positive relationships.
  • Monitor and manage communication channels, ensuring timely responses and follow-ups.
  • Conduct research and compile data to support executive decision-making.
  • Assist with special projects and other duties as assigned.
Expenses & Budgets
  • Prepare, track, and meet fiscal budgets
  • Track, process, and code expenses and invoices
Travel
  • Arrange travel and accommodation, corporate aircraft and commercial flights where required; liaising with the aircraft logistical manager to ensure efficiencies in travel schedules while minimizing costs.
  • Arrange travel and accommodation for all travel in an efficient manner
  • Create and manage complex itineraries, including multiple destinations in different time zones
  • Schedule all travel for business: research destination, meeting coordination, itineraries, hotels, transportation, flights, and meals
Administration & Organization
  • Proactively identify issues and troubleshoot solutions before they get through the Executive Vice President's door
  • Host and liaise with visitors
  • Handles sensitive topics and data, operates under strict confidentiality
  • Filing and general administrative duties
  • Assist with project management and ensure project deadlines are met
  • Assist with speeches for public engagements
  • Assist with meeting materials
  • Managing and liaising with other team members across all the Mark Anthony Brewing locations
  • Be available outside of work hours checking and replying to emails and requests
Minimum Requirements:

Qualifications, Education, & Experience
  • 10+ years of Executive Administrative support
  • Related administrative diploma or degree program
  • Understands the fundamentals of business and able to create processes and procedures to manage information, people, projects, etc. as required
  • Proven experience as an Executive Assistant or in a similar role
  • Outstanding organizational and time management skills.
  • Exceptional attention to detail and accuracy.
  • Strong ability to multitask and prioritize effectively.
  • Excellent verbal and written communication skills.
  • Proficient in Microsoft Office Suite and other relevant software.
  • High standards of professionalism and excellence.
  • Positive attitude and highly motivated.
  • Ability to work independently and as part of a team.
Skills & Abilities
  • Ability to effectively prioritize, multi-task, and meet deadlines
  • Attention to detail and excellent communication skills
  • Able to deal with confidential information
  • Advanced computer skills including MS Office 365 applications (Outlook, Teams, PowerPoint, Excel, Office)
  • Available evenings/ weekends as necessary during heavy workload
  • Works with a strong sense of urgency
  • Anticipatory, able to anticipate the needs of the CEO and office and take proactive measures to meet these needs before they are officially requested
  • Thrives in ambiguity, does not need all information to navigate effectively
  • Humble yet confident, able to put the growth of the company/team first
  • Ability to understand IQ vs EQ
  • Strong sense of curiosity, constantly questions the way things are done in a constructive manner and thrives on change that improves results
  • Open (no agendas), honest and trustworthy
  • Results-oriented individual with the ability to work effectively with others in a diverse environment
  • High attention to detail-accuracy and clear communication is critical

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