Administrative Support Specialist

2 hours ago

Oak Brook, Illinois, United States Ascent Industries Co Full time
About the Role

We are seeking a highly skilled and experienced Administrative Support Specialist to join our team at Ascent Industries Co. This is a unique opportunity to work in a dynamic and fast-paced corporate environment, providing comprehensive administrative and operational support to our Chief Executive Officer (CEO) and executive leadership team.

The ideal candidate will be a proactive, detail-oriented professional with outstanding communication skills and the ability to handle a variety of tasks in a high-pressure environment. This role requires discretion, professionalism, and the capacity to anticipate the needs of senior leadership while ensuring the seamless execution of their day-to-day responsibilities.

Key Responsibilities:

  • Manage executive calendars, including scheduling meetings, coordinating appointments, reviewing presentations/reports, and arranging complex travel logistics.
  • Serve as the primary point of contact between the CEO and internal/external stakeholders, ensuring all written and verbal communications are handled with professionalism and accuracy.
  • Organize agendas, presentations, and essential documentation for meetings, ensuring that all materials are complete and accurate in advance.
  • Assist in the preparation of materials for board meetings, including the collection and compilation of data, creation of reports, and managing meeting logistics.
  • Lead special projects and initiatives from inception to completion, ensuring deadlines are met and results align with company objectives.
  • Draft, edit, and manage confidential documents, reports, and correspondence with precision and confidentiality.
  • Provide notary public services for official company documentation, ensuring compliance with state regulations and legal standards.
  • Arrange detailed travel itineraries and manage expense reports for the CEO and executive leadership team, ensuring accuracy and timeliness.
  • Plan and execute corporate events, such as leadership retreats, conferences, and other business functions, ensuring all details are meticulously organized.

Requirements:

  • Minimum of 5 years of experience as an Executive Assistant, preferably in a publicly traded or manufacturing environment.
  • Bachelor's degree in business administration, communications, or a related field is preferred.
  • Active Notary Public license or willingness to obtain certification upon hire.
  • Exceptional written and verbal communication skills.
  • Strong organizational abilities and attention to detail.
  • Proven ability to prioritize multiple projects and meet deadlines in a fast-paced, high-pressure environment.
  • Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
  • Experience with board governance and preparing board meeting materials is a plus.
  • Demonstrated ability to handle confidential information with discretion and professionalism.

Additional Requirements:

  • Ability to work independently while also functioning as a collaborative team member.
  • Comfortable engaging with senior executives and stakeholders across all levels of the organization.
  • Willingness to work flexible hours, including evenings and weekends, as required.

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