Executive Assistant and Receptionist

Visual Comfort & Co • Skokie, IL

4d • Onsite

About The Position

The Executive Assistant / Receptionist is responsible for collaborating with departmental leadership to ensure seamless administrative operations and managing reception in the Skokie office. Duties include managing expense reports, coordinating meetings and conferences, and facilitating various reporting and purchasing responsibilities. This role also supports and backs up other Executive Assistants. Additional responsibilities include supporting special projects with highly confidential and sensitive information. This role also engages with a diverse group of internal stakeholders at all levels of the organization as well as important external callers and visitors.

Requirements

• Five or more years’ experience as an executive assistant, supporting senior leaders
• Advanced proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook, Teams)
• Exceptional organizational and time management skills, with a strong attention to detail
• Bachelor’s degree
• Demonstrated Project Management experience
• Proven ability to handle confidential information
• Demonstrates clear and effective communication including excellent writing skills
• Maintains confidential information with superior judgment and discretion
• Ability to manage multiple projects and people simultaneously
• Ability to prioritize and handle multiple tasks and changing priorities.
• Ability to achieve results both independently and through others by fostering a spirit of teamwork and cooperation
• Demonstrate exceptional communication across all contact channels, including email, chat and phone
• Available to work a flexible schedule including weekends, early mornings, late evenings to support international business partners
• Equivalent combination of education and experience will be considered for this role

Responsibilities

• Collaborate with departmental leadership to ensure seamless administrative operations.
• Manage reception in the Skokie office.
• Manage expense reports.
• Coordinate meetings and conferences.
• Facilitate various reporting and purchasing responsibilities.
• Support and back up other Executive Assistants.
• Support special projects with highly confidential and sensitive information.
• Engage with a diverse group of internal stakeholders at all levels of the organization as well as important external callers and visitors.
• Manage walk-in traffic, package delivery, food deliveries, and phone messages.
• Act as a liaison between the Executive and internal/external stakeholders, demonstrating professionalism and discretion in all interactions.
• Prepare and edit correspondence, presentations, reports, agendas, special projects and other documents in support of objectives for the organization on behalf of the Executive and their team, ensuring accuracy and attention to detail.
• Provide support to purchasing and quality teams with JDE data entry, maintenance and analytical work.
• Manage sensitive matters with a high level of confidentiality and discretion.
• Coordinate leadership meetings, compile agendas, and capture meeting minutes, following up on action items as needed.
• Be responsive to emails/texts/phone calls with contact outside normal business hours.
• Use discretion, confidentiality and good judgement to handle matters.
• Ability to function well in a high-paced environment; performs additional duties as assigned by executives.
• Take ownership of special projects and initiatives as assigned, overseeing timelines, coordinating resources, and driving execution to completion.
• Works effectively with others in a team environment to accomplish organizational goals and to identify and resolve problems.
• Exhibits and adheres to the established Visual Comfort Company Values.
• Must demonstrate commitment, dependability, punctuality, and adherence to agreed-upon schedule while being present in the workplace to effectively collaborate and communicate amongst co-workers and teams.

Benefits

• Monday – Friday, 8:00am – 4:30pm
• A comprehensive and structured training program, complemented by ongoing education and opportunities for career advancement.
• Generous vacation accrual and paid time off policies.
• 7 paid holidays per year, in addition to 2 floating holidays.
• Competitive compensation plan
• Visual Comfort pays the majority of employees medical, vision, and dental coverage, available starting the first of the month following your start date.
• Company-provided life insurance and short-term disability coverage.
• 401(k) plan with company matching up to 4%, available beginning the first of the month following your hire date.

What This Job Offers

• Job Type: Full-time
• Career Level: Executive