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Senior Executive Assistant

2 months ago

Chicago, Illinois, United States Mack & Associates, Ltd. Full time

A leading firm in the Consumer Packaged Goods sector is in search of a dedicated Executive Coordinator to support its leadership team in maintaining an organized and efficient office environment. This position is ideal for individuals who are detail-oriented, energetic, and possess a welcoming demeanor. The role offers a competitive salary range of $60-70k, commensurate with experience.

Key Responsibilities of the Executive Coordinator:

  • Deliver high-level administrative assistance to executive management, which includes organizing meetings, managing schedules, preparing documentation, and handling sensitive information with the highest level of confidentiality.
  • Oversee and execute special projects as assigned by senior leadership, ensuring that all initiatives are completed on time and align with the company's strategic objectives.
  • Coordinate travel arrangements for executives and staff, ensuring all logistics are managed effectively and accurately.
  • Plan and execute corporate events, meetings, and conferences, managing all logistical details, creating agendas, preparing necessary materials, and ensuring smooth operations throughout.
  • Organize and facilitate office gatherings, such as social events, ensuring all aspects from invitations to post-event cleanup are managed efficiently.
  • Serve as a communication bridge between management and employees, as well as between the organization and external partners. Draft and review correspondence, reports, and presentations to ensure clarity and professionalism.
  • Manage the Event Services Inbox, addressing inquiries and coordinating logistics related to events.
  • Provide front desk support as necessary, including during staff absences.
  • Oversee daily office operations, including maintenance, supply ordering, and ensuring a well-organized work environment.
  • Schedule appointments, coordinate meetings, manage guest relations, and handle reservations and catering for meetings.
  • Collaborate with the IT department to ensure that the office's technological resources are functioning optimally and address any technical issues that arise.
  • Resolve administrative challenges promptly, offering effective solutions as needed.
  • Identify and implement process improvements to enhance overall office efficiency and productivity.

Qualifications for the Executive Coordinator:

  • Prior experience in an administrative capacity; experience supporting senior executives is advantageous.
  • Proficient in Microsoft Office; familiarity with SAP Concur is a plus.
  • Self-motivated, proactive, and capable of working independently or collaboratively.
  • Exceptional organizational and multitasking abilities.
  • Adaptable to a dynamic work environment with varying hours.
  • Outstanding communication and interpersonal skills.
  • Positive, energetic, and empathetic approach.
  • High degree of professionalism and integrity.
  • Strong project management capabilities.
  • Possession of an Illinois driver's license and access to a vehicle is beneficial.

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