Executive Administrative Assistant

Learning Resources•Vernon Hills, IL

10h•$90,000 - $105,000•Onsite

About The Position

We are seeking a highly organized and proactive Executive Assistant to provide comprehensive administrative and executive support to the CEO, VP of HR, and the HR team. This role will periodically extend support to other members of the Leadership Team as well. The ideal candidate is a motivated individual with exceptional communication, organizational, and critical thinking skills. A deep understanding of executive-level support, the ability to coordinate large meetings and events, manage typical office tasks and administrative projects, and maintain strict confidentiality, are essential for success in this role. This person will also function as a liaison between the VP of HR and internal stakeholders, ensuring smooth HR operations and efficient workflow within the HR department and across the organization. This position will report to the VP of HR but have a dotted line to the CEO.

Requirements

10+ years of experience as an executive level admin, preferably supporting a C-suite manager
Advanced proficiency in Microsoft Office Suite (Word, Excel, PPT and Outlook)
Exemplary attention to detail, organization, and time management skills
Excellent verbal and written communication
Ability to work independently and also collaborate with teams across the company
Discretion and the ability to manage highly confidential information
This role is required to work onsite, in our Vernon Hills office 4-5 days a week

Nice To Haves

Complete IL Notary certification in first six months.

Responsibilities

Provide administrative support to the VP of HR on various projects and employee initiatives. This includes things like meeting preparation, data entry and tracking, interview scheduling, event coordination and sign-ups, employee mailings, office organization projects, coordinating catering for events, and/or report preparation.
Coordinate and manage large-scale meetings and events, including scheduling, logistics, and execution. Prepare meeting materials and reports, facilitate notetaking, and ensure timely distribution of meeting takeaways. Responsibilities may also include creating detailed calendar invitations, coordinating complicated schedules, securing meeting rooms, arranging technology and set-up, facilitating all catering needs, and supporting participant enrollments.
Manage general office tasks such as ordering office supplies, overseeing desk assignments and seating charts, completing special projects, and carrying out errands or general requests from the VP of HR, CEO, Sr. Leadership Team or the HR department.
Utilize Concur to process all monthly expense reports. Review, track and submit all HR invoices.
Track various activities throughout the year and maintain spreadsheets, tracking and/or notes as requested.
Proactively oversee the CEO’s calendar, always prioritizing appointments, mailings and meetings, while proactively resolving any scheduling conflicts.
Periodically arrange and manage domestic and international travel, including booking flights, hotel accommodations, ground transportation, and processing visa applications.
Serve as a trusted partner to the VP of HR and CEO, staying one step ahead to proactively coordinate meetings, manage deadlines, track key deliverables, and support evolving business priorities.
Maintain the strictest confidentiality regarding sensitive information related to Human Resources, the CEO, and the company.
Take on additional duties, office projects or special assignments from VP of HR and/or CEO.