Executive Assistant - Naperville, IL (01)

Five-Star AudioVisual•Naperville, IL

3d•$55,000 - $65,000•Onsite

About The Position

Responsible for overseeing the Executive office in accordance with established company policy and procedures. Provide administrative support to the Executive Staff with a variety of tasks including but not limited to: execution of day-to-day tasks, fielding corporate office phone calls, client interfacing, overseeing projects, booking travel, and carrying out other high-level/urgent requirements while ensuring the maximum in professionalism, hospitality, operational efficiency, and maintaining positive relationships with peers, hotel staff/executives, and clients.

Requirements

Direct experience with related Administrative Assistant responsibilities.
Demonstrated proficiency in computer skills including office support software i.e., QuickBooks, Microsoft Suite: Outlook, Word, Excel, PowerPoint, Adobe Suite: Adobe InDesign, Adobe Lightroom, Canva, etc.
Experience booking travel for individuals and groups.
Advanced knowledge of office-related equipment such as copiers, fax machines, delivery, mail services, etc.
Proven excellence in developing positive professional relationships and seeking ways to increase customer satisfaction and loyalty.
High School Diploma required.
Excellent interpersonal and communication skills both verbal and written—must be able to effectively communicate with all levels of internal and external contacts.
Ability to work independently and multi-task in a fast-paced team environment.
Confident personality and capable of being persistent when necessary.
Extremely detail-oriented and organized.
Maintain a positive attitude and willingness to work with all team members.
Proactive, self-motivated, & forward-thinking
Planning Skills – able to effectively plan ahead.
Organization Skills – ability to manage multiple projects and tasks.
Problem Analysis – Ability to break down problems and find solutions.
Strong negotiation skills.
Strong customer/hospitality focus.
Strong team-player orientation.
Applicant must be authorized to work in the United States.

Nice To Haves

Knowledge of/experience in hospitality and/or audiovisual technology is a plus.
Bachelor’s Degree (preferred).

Responsibilities

Effectively oversee day-to-day operating procedures
Work closely with the C.O.O. to proactively determine their needs and assist them in carrying out day-to-day administrative tasks and projects.
Calendar management, scheduling & accounting for day-to-day meetings, calls, and movements, both business and personal.
Managing and facilitating a large volume of email replies.
Answering and directing client phone calls.
Booking travel for Executives and employees.
Oversee the creation and distribution of prospective & current client gifts.
Assist with corporate office meeting preparation/planning
Handle sensitive/confidential information in an appropriate manner.
Assisting with project management.
Develop, maintain, and enhance positive relationships with clients, hotel staff, and peers.
Communicate with peers, clients, and hotel staff by telephone and written correspondence in a clear, concise, sincere, and persuasive manner.
Provide consistently outstanding customer service.
Proactively listens to, clarifies, and determines Executive’s and customers’ needs.
Maintain an ambitious, hard-working, professional demeanor, ethics, and development of self.
Effectively utilize the company's business software
Maintain supply levels of the office supplies
Other related duties and projects as required or assigned