Executive Administrative Assistant

Rio Tinto • Chicago, IL

9d • $65,000 - $80,000 • Hybrid

About The Position

We are looking for an Executive Administrative Assistant to provide support to the VP of Sales and Marketing Aluminum based in Chicago. This position is a great opportunity to play a key role within the Sales & Marketing Aluminum leadership team and provide the support and coordination required for producing organizational results. Working a flexible, hybrid schedule and reporting to the VP of Sales & Marketing Aluminum, you will: Plan, coordinate and ensure that the VP of Sales & Marketing schedule is followed and respected Coordinate the implementation of efficient administrative support with internal and external organizational stakeholders Form a strong partnership with Business Executives and efficiently collaborate with the VP of Sales & Marketing Aluminum Take on a facilitator role by creating a strong mutual network between the internal teams and tactically coordinating access to the VP of Sales & Marketing’ office. You will also perform a broad range of administrative tasks which include: Managing a schedule of appointments and events, as well as writing and preparing correspondence Developing a high-level presentation pack for members of the Sales & Marketing Aluminum leadership team Organizing and coordinating the Aluminum Sales & Marketing leadership monthly team meetings, taking minutes and managing subsequent action plans Prioritizing requests addressed to the VP of Sales & Marketing Aluminum, including those of a sensitive or confidential nature. Performing required research and ensuring follow-up. Determining the appropriate courses of action (response or referral) Through a proactive and hands-on approach, coordinating the critical aspects of deliverables, including reports, presentations, memos, and personal correspondence, as well as other tasks likely to help the VP of Sales & Marketing to effectively lead the Sales & Marketing Aluminum business Coordinating the implementation of administrative support with the organization’s internal and external stakeholders.

Requirements

• Proficient in English (spoken and written)
• Technical diploma, college studies or equivalent experience of five to ten years working with Executives
• Able to handle confidential information with discretion and demonstrate the highest level of customer service and response
• Excellent sense of teamwork and ability to grasp issues quickly, identify priorities and deliver on time.
• Be professional, have gravitas, and be willing to go the extra mile.
• Determination, organizational skills, attention to detail and an action-oriented, results-focused approach.
• Proactive problem-solving approach and excellent decision-making skills.
• Able to work with global teams and manage work across different time zone.
• Experience managing calendars across multiple global time zones.
• Proficiency in Microsoft Office (Outlook, Word, Excel, PowerPoint), Adobe Acrobat and social media platforms

Responsibilities

• Plan, coordinate and ensure that the VP of Sales & Marketing schedule is followed and respected
• Coordinate the implementation of efficient administrative support with internal and external organizational stakeholders
• Form a strong partnership with Business Executives and efficiently collaborate with the VP of Sales & Marketing Aluminum
• Take on a facilitator role by creating a strong mutual network between the internal teams and tactically coordinating access to the VP of Sales & Marketing’ office
• Managing a schedule of appointments and events, as well as writing and preparing correspondence
• Developing a high-level presentation pack for members of the Sales & Marketing Aluminum leadership team
• Organizing and coordinating the Aluminum Sales & Marketing leadership monthly team meetings, taking minutes and managing subsequent action plans
• Prioritizing requests addressed to the VP of Sales & Marketing Aluminum, including those of a sensitive or confidential nature. Performing required research and ensuring follow-up. Determining the appropriate courses of action (response or referral)
• Through a proactive and hands-on approach, coordinating the critical aspects of deliverables, including reports, presentations, memos, and personal correspondence, as well as other tasks likely to help the VP of Sales & Marketing to effectively lead the Sales & Marketing Aluminum business
• Coordinating the implementation of administrative support with the organization’s internal and external stakeholders.

Benefits

• A work environment where safety is always the number one priority
• Competitive base salary reflective of your skills and experience with an annual incentive bonus
• Access to top-tier family-friendly health programs including medical, prescription drug, dental, vision, life insurance coverage, and various voluntary benefits
• Excellent retirement plan including up to 6% defined company contribution; Generous 401k matching program
• Attractive share ownership plan
• Comprehensive leave policies which cover all the moments that matter in life: PTO (paid time off), paid holidays, and paid bereavement leave
• A generous parental leave policy, which ensures you’re able to spend quality time with your new family
• Discount programs for leisure purposes and access to Personify Health with incentives supporting your wellbeing
• Access to our Employee Assistance Program (EAP), which provides confidential counselling or expert guidance for you and your family to help get through life’s challenges

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: Associate degree
• Number of Employees: 5,001-10,000 employees