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Executive Administrator/Chief of Staff

2 months ago

Chicago, United States Bridgewater Studio Inc. Full time

About Bridgewater Studio: Bridgewater Studio is a dynamic company specializing in creating marketing activations for brands. We are dedicated to delivering innovative and high-quality projects for our clients. Our team is composed of talented individuals who collaborate to bring creative visions to life.


Job Summary: We are seeking a highly organized and proactive Executive Assistant/Chief of Staff to support the CEO. The ideal candidate will be an independent problem-solver with excellent communication skills and the ability to anticipate and address the needs of the CEO without constant direction. This role requires a high level of confidentiality, discretion, and the ability to foresee and handle tasks efficiently.


Key Responsibilities:


Financial Management:

  • Proactively create estimates and invoices for projects based on payment schedules, reviewed by the project manager, and send them to clients/customers.
  • Independently follow up and manage the full invoice process, assist with accounts receivable (A/R) follow-up and collections.
  • Manage purchase orders (POs) and accounts receivable (A/R) through client-specific billing portals such as Bill.com, Coupa, and Aravo.
  • Create and manage G702/703 pay applications for construction projects as needed.


Travel Coordination:

  • Anticipate and coordinate travel arrangements, including air, hotel, and vehicle rentals using vendors such as Amtrav and Budget.
  • Create and distribute travel itineraries for employees.
  • Collaborate with HR to determine appropriate per diems for out-of-town installations.


Administrative Support:

  • Handle business insurance tasks, ensuring correct coverage, managing claims, and tracking them.
  • Assist with business tasks related to the construction company, including licensing.
  • Track patents and trademarks for Bridgewater, liaising with attorneys as needed.
  • Manage fleet operations, including vehicle registrations and city stickers.
  • Negotiate contracts with business vendors (e.g., Comcast, Waste Management).
  • Manage garnishments in collaboration with attorneys.


Executive Support:

  • Proactively manage the CEO’s calendar, schedule meetings, and handle correspondence.
  • Prepare agendas, materials, and minutes for meetings.
  • Conduct research and prepare reports and presentations for the CEO.
  • Act as a liaison between the CEO and other executives, employees, and external stakeholders.
  • Prioritize and manage multiple projects simultaneously and follow through on issues promptly.


Office Management:

  • Oversee office operations and procedures to ensure organizational effectiveness and efficiency.
  • Manage office supplies and equipment, ensuring everything is well-maintained and stocked.


Event Planning:

  • Organize and coordinate company events, meetings, and conferences.
  • Handle logistics for events, including venue selection, catering, and transportation.


Human Resources Support:

  • Assist HR with onboarding new employees, including orientation and training.
  • Help maintain employee records and ensure compliance with company policies and procedures.
  • Coordinate employee recognition programs and initiatives.


Communication Management:

  • Draft, review, and manage correspondence and communications on behalf of the CEO.
  • Ensure all communications are professional and align with the company’s standards.


Skills and Qualifications:

  • Highly proactive and able to anticipate the needs of the CEO and the organization.
  • Strong problem-solving skills with the ability to develop new processes and procedures as needed.
  • Agile, adaptable, and easy to work with.
  • High level of discretion and confidentiality.
  • Proficient in QuickBooks Enterprise Solutions.
  • Excellent organizational and multitasking abilities.
  • Strong written and verbal communication skills.
  • Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other relevant software.


Challenges:

  • Keeping up with the CEO’s schedule and activities.