Executive Assistant to the CEO, CFO, and Group VP, B2B and Strategic Growth Initiatives

Oil-Dri Corporation of America•Chicago, IL

15d•$92,000 - $120,000

About The Position

The primary objective of this role is to enable our most senior leaders to be more productive with their time by taking on administrative tasks on their behalf. Under minimal supervision, but in accordance with established policies and procedures, provides administrative support services for the Chief Executive Officer, Group Vice President, B2B and Strategic Growth Initiatives and Chief Financial Officer/Chief Information Officer. This position has access to, and regularly works with, information of the most sensitive, highly confidential, strategic, and critical nature. The scope and complexity of this position is such that the Executive Administrative Assistant regularly deals with diverse matters which require extensive knowledge of Oil-Dri’s business and leadership team.

Requirements

4-year college degree preferred
Strong Microsoft Office skills (Word, PowerPoint, Excel and Outlook)
Minimum of 7 years’ experience providing administrative support to executives/ professionals
Experience scheduling travel arrangements in a fast-paced and multi-time zone environment.
Strong critical thinking and problem-solving skills with the ability to anticipate needs and respond proactively.
Ability to work independently, make decisions and prioritize responsibilities.
Strong verbal and written communication skills, including strong proofreading skills.
Incumbent consistently demonstrates a high level of attention to detail.
Ability to employ tact and diplomacy and maintain confidential information.
Possess core values of Honesty and Integrity.

Responsibilities

Ensures most efficient use of Executives’ time by managing each Executive’s calendar, including prioritizing meetings and proactively addressing conflicts. Also works with each Executive to organize events and to organize information storage and sharing. The incumbent manages travel arrangements for the Executives and prepares expense reports on their behalf. Monitoring should be carried out to ensure that each Executive is paid for all expense reports submitted.
The incumbent coordinates the logistics for key business meetings including Jamboree, Blue Chip, New Year’s Eve Celebration, and Finance Annual Strategy session, IT Annual Strategy session and several others. Also, teammate events and initiatives to promote team building and teammate engagement, such as Town Hall meetings.
The incumbent processes Purchase Orders and Contract requests and monitors all requests to ensure that proper approvals are attained.
Manages day-to-day relationships with vendors, such as local hotels, in coordination with the Sr. Director of Procurement.
Responsible for initiating, preparing, coordinating and following up on administrative duties associated with Executives’ area of responsibility.
Anticipates, revises, and sends correspondence, as needed.
Reviews/edits communications for Executives as needed, ensuring accuracy and appropriate level of detail orientation.
Maintains a calendar to ensure that all repetitive activities are executed and completed and that all follow-up requests initiated by an Executive are tracked and brought to the attention of each Executive in a timely manner.
Maintains the company-wide corporate calendar, coordinating input from various departments and ensuring it is routinely updated.
Reviews materials for managers’ approval for typographical accuracy, formatting, conformance with procedures, internal consistency and assures proper approvals have been obtained before releasing correspondence.
Prepares agendas and presentations for executives, incorporating their input and supporting key deliverables.
Prepares special or one-time reports, summarizes, or replies to inquiries, selecting relevant information from a variety of sources such as reports, documents, correspondence or other departments and teammates
Handle confidential information with discretion and professionalism.
All other duties as assigned by the Executives.
Provides cross-functional back-up support with other Executive Assistants and Office Management.