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Office & Executive Support Specialist

3 months ago

Chicago, United States Green Thumb Full time

**The Role**

We are in search of an Office and Executive Support Specialist. This role is critical to keeping our leaders punctual, organized and efficient, in addition to playing an overall support for the entire office. You are instinctually hospitable, and you beam with positive energy. You have impeccable attention to detail, an unquestionable work ethic and without fail, a high degree of integrity, professionalism and confidentiality. No job is too big or too small - We mean that literally, sometimes you'll be running to grab food for a surprise leadership lunch or helping someone use the printer. We are looking for that special someone to complement the administrative team and bring a team player attitude to our Office.

This role is required to be onsite 5 days / week within our Chicago HQ located in the River North neighborhood.

**Responsibilities**

**Core Responsibilities: 60%**
- Executive Support: Provide high-level administrative support to senior management, including scheduling meetings, managing calendars, preparing reports, and handling confidential information.
- Project Coordination: Lead and manage special projects and initiatives as assigned by senior management, ensuring timely and successful completion.
- Arrange travel for senior leadership and assist office staff with travel planning, ensuring timeliness and accuracy.
- Meeting/Event Planning: Plan and coordinate company events, meetings, and conferences, ensuring all logistics are handled efficiently. May include attending to help facilitate the meeting, taking notes, and ensuring action items are documented and completed.
- Communication: Act as a liaison between leadership and staff, and a conduit between the company and vendors, facilitating effective communication. Draft and review correspondence, reports, and presentations; facilitate internal and external communications.
- Support and assist the Executive Assistant to the President with duties as requested in areas such as Operations, Innovation, and Marketing work.
- Collaborate and communicate effectively with Administrative Team which includes Executive Assistant(s), Administrative Assistant (s), and Receptionist.

**Event and Merchandise Responsibilities: 15%**
- Event and meeting planning: Setting up, take down, create and distribute agendas, prepare background materials, support any needs during, take notes, and provide follow-up, as requested for our Senior Leadership Team. Lead in organizing and hosting office happy hours, including ordering food, distributing invites, set up and clean up.
- Support in company event planning, logistics, and day of run of show including: Hotel blocks/bookings, catering/reservations, assistance in flight booking as requested by Senior Leadership, and managing the company Event Services Inbox.
- Manage Swag/merchandise inventory in storage: In partnership with the Merchandise Team & Administrative Team, ensure inventory levels are up to date, organize inventory, and replenish item inventory as needed for the leadership team, brand team, and event team, as required

**Office Responsibilities: 25%**
- Act as the face of the office and develop and maintain relationships with building management services, vendors, caterers, and various
- Assume front desk and receptionist responsibilities, as required when reception is on PTO or out sick and for their lunch break
- Office Management: Coordinate all aspects of the daily office environment including, but not limited to, office maintenance, ordering office supplies, and other duties to ensure the office operates smoothly and efficiently.
- Work closely with senior management to schedule appointments and arrange meetings, ensuring guests are cleared into the building and escorted as needed, and reserving meeting rooms and inviting relevant participants, and arranging meals as required. May include coordinating and arranging various meetings and conference events in the local area.
- IT Coordination: Work with IT department to ensure technology infrastructure supports office operations.
- Problem Solving: Address and resolve any administrative issues or conflicts that arise, providing solutions promptly.
- Continuous Improvement: Identify opportunities for process improvements and implement strategies to enhance office efficiency and productivity.

**Qualifications**
- Experience in an administrative role, experience supporting Senior leaders preferred
- Strong working knowledge of Microsoft Office (Excel, Word, PowerPoint & Outlook); experience with SAP Concur or an expense management system is a plus
- Highly motivated, self-directed, innovative and able to work independently or among teams with keen judgement, common sense and resourcefulness
- Excellent organizational and multi-tasking skills with commitment to quality work
- Incredible attention to detail (in fact, include the following statement in your cover letter: "I'm excited to elevate the Administrative Team")
- Adapts and thrives i