Executive Administrative Assistant II - CHI

Well Enterprises•Chicago, IL

About The Position

Responsible for performing advanced administrative duties for assigned executives. Performs advanced, highly confidential and sensitive administrative responsibilities requiring broad knowledge of the company's policies, procedures and fundamentals. Supports multiple functions/departments across the organization. ACCOUNTABILITIES: 1. Responsible for complex calendar management for assigned executives, including coordination and prioritization of meetings with senior leaders, global partners, and external stakeholders. Manage travel arrangements and expense reporting. 2. Assist executives with meeting preparation by creating and distributing agendas, editing presentations, and other meeting materials as requested. May attend meetings, record meeting minutes, and complete meeting follow-up communication as necessary. 3. Serve as a primary point of contact between assigned executives and other senior leaders, cross-functional partners, employees, and external partners. Draft, review, and manage executive communications on behalf of assigned executives. 4. Responsible for the coordination of departmental meetings and events, training, outside consultants, vendors, and special committees for management. Prepares and disseminates departmental communications and updates as needed. 5. Responsible for coordinating and preparing budgets, handling P&L statements and safeguarding highly confidential and sensitive financial information. 6. Coordinates and manages special projects that may be confidential. Track and report progress and results. 7. Ensures efficient operation of the department while making administrative decisions that support the department and assigned executives. Acts as a liaison for the team and brand/Company ambassador. 8. Administrative subject matter expert who provides leadership and collaborates with other administrative professionals to share best practices. #LI-LN1 #IND123 Qualifications EDUCATION: Associate’s degree in Business or Administrative Professional. EXPERIENCE: 5 - 7 years experience providing administrative support to Senior-level Executives. Project Management experience preferred. SPECIFICATIONS: Knowledge - MS Office and Outlook. Skills - Manage multiple tasks/projects with efficiency and delivers results, comfortable working with senior management. Strong customer service skills and ability to interact with internal employees and external customers, vendors and the public. Abilities - Ability to streamline processes through Continuous Improvement, conduct self in a professional manner, and ability to set direction and complete work with limited direction. Lead, coordinate and manage projects. Ability to mentor and coach administrative staff. SUPERVISORY SCOPE: Reports to Executive SVP or above based on functional area of support. No direct reports.

Requirements

Associate’s degree in Business or Administrative Professional.
5 - 7 years experience providing administrative support to Senior-level Executives.
Knowledge - MS Office and Outlook.
Skills - Manage multiple tasks/projects with efficiency and delivers results, comfortable working with senior management.
Strong customer service skills and ability to interact with internal employees and external customers, vendors and the public.
Abilities - Ability to streamline processes through Continuous Improvement, conduct self in a professional manner, and ability to set direction and complete work with limited direction.
Lead, coordinate and manage projects.
Ability to mentor and coach administrative staff.

Nice To Haves

Project Management experience preferred.

Responsibilities

Responsible for complex calendar management for assigned executives, including coordination and prioritization of meetings with senior leaders, global partners, and external stakeholders.
Manage travel arrangements and expense reporting.
Assist executives with meeting preparation by creating and distributing agendas, editing presentations, and other meeting materials as requested.
May attend meetings, record meeting minutes, and complete meeting follow-up communication as necessary.
Serve as a primary point of contact between assigned executives and other senior leaders, cross-functional partners, employees, and external partners.
Draft, review, and manage executive communications on behalf of assigned executives.
Responsible for the coordination of departmental meetings and events, training, outside consultants, vendors, and special committees for management.
Prepares and disseminates departmental communications and updates as needed.
Responsible for coordinating and preparing budgets, handling P&L statements and safeguarding highly confidential and sensitive financial information.
Coordinates and manages special projects that may be confidential.
Track and report progress and results.
Ensures efficient operation of the department while making administrative decisions that support the department and assigned executives.
Acts as a liaison for the team and brand/Company ambassador.
Administrative subject matter expert who provides leadership and collaborates with other administrative professionals to share best practices.