Administrative Assistant - Hybrid

DivIHN Integration, Inc • Hoffman Estates, IL • 9h ago

This job was posted by https://illinoisjoblink.illinois.gov : For more information, please see: https://illinoisjoblink.illinois.gov/jobs/12917909

Title: Administrative Assistant - Hybrid\ Location: Bolingbrook, IL\ Duration: 4 Months

Hybrid - 6 days/month in office

DESCRIPTION:

Responsible for logistical support to high level executives.

They will make the most efficient use of their time by managing the

executives schedule, travel and meeting arrangements, and expense reporting.

The Administrative Assistant is responsible for supporting all

direct reports of the Chief Marketing Officer.

The qualified candidate will bring their demonstrated experience

supporting senior leaders by acting as a significant representative to our senior leadership team.

They will be instrumental in supporting and/or representing our

executive priorities, values/competencies, and goals.

The Administrative Assistant will be responsible for daily support

for the Marketing Leadership team (such as schedules, travel, expenses, drafting correspondence and presentation documents (town halls, business updates, etc.).

The position requires independent judgment and analysis involving

situations with frequent access to confidential and highly complex information.

Logistical support including heavy travel arrangements that include

arrangements such as flight, car service, hotel reservations

Creating detailed business travel itineraries that will require

research and independent thinking

Responsible to handle expense reporting that are accurate and

on-time submissions

Collaborates with various staff and departments in preparing special

projects, scheduling, and meetings for the leadership team.

Responsible for handling inquiries/requests that vary in complexity

but can often require research & follow up.

Develops & composes correspondence, reports, & presentations.

Demonstrates both the flexibility and adaptability required to meet

the dynamic nature of clients business and the working styles of the senior team

Maintains a professional environment through demonstrating our core

competencies in support of our Executives, visitors, and key partners

Supports Chief Marketing Officer Executive Assistant as needed

POSITION SUMMARY:

The Executive Assistant is responsible for providing administrative

support to multiple high-level executives on the Ecommerce & Digital Team, helping to manage schedules, travel and meeting arrangements, and expense reporting, in addition to aiding in the development of correspondence and presentation documents, and communications to the team and the organization.

The ideal candidate will have a high degree of accountability and

self-management while balancing tasks, partners, and deadlines.

CORE JOB RESPONSIBILITIES:

Manage the leader\'s time through strategic and proactive calendar

management and scheduling, including managing invitations and prioritization when calendar conflicts arise

Coordinate business and event travel for officer level leaders and

expense management for Directors and Officers

Manage meeting set up, including preparing presentation content and

handouts, recording meeting notes, troubleshooting technical and logistical issues, and organizing follow up activities

Prepare & edit drafts of correspondence, agendas, and other

communications to a high degree of accuracy and aesthetically pleasing presentations based upon the needs of the business

Support team engagement and sense of belonging through ensuring

leaders are recognizing key milestones: Clientversaries, Birthdays, and meaningful Family Events, Planning Team Outings

Play a role within the broader administrative team, assisting in the

execution of events such as leadership offsites, Townhalls, etc, maintaining comprehensive and accurate records and be a thought partner by anticipating challenges and driving recommendations for solutions and process improvements

REQUIREMENTS FOR CONSIDERATION:

5+ years of executive level assistant experience

Previous experience working within a retail or merchandising

organization preferred

Ability to work independently and take initiative in a fast-paced

environment with minimal supervision

Ability to multi-task with a strong sense of meeting deadlines and

follow-up

High degree of professionalism, flexibility, and diplomacy

Demonstrates up-to-date knowledge and skills in technology

associated with this position and interested in continuously advancing and developing new skills needed for this role

Ability to actively listen and ask questions to build understanding,

as well as provide clear verbal and written communication

Able to quickly adapt to change and demonstrate flexibility

Ability to handle multiple tasks at one time including managing

multiple partners and deadlines

Go to Apply

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