Executive Support Specialist

S&S Activewear LLC-posted 10 days ago

Full-time • Mid Level

Remote • Bolingbrook, IL

501-1,000 employees

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The Executive Support Specialist provides comprehensive administrative assistance to multiple C-Level executives, ensuring smooth operations and efficient management of executive responsibilities. The ESS will be responsible for managing designated administrative functions, including greeting/assisting visitors scheduling, planning meetings, processing invoices, handling travel arrangements, expenditure reports, presentations and other projects as needed. The Executive Assistant must be well organized, thorough, have strong attention to detail, possess strong MS office skills, be proactive in handling assigned tasks and projects consistently and to conclusion. All S&S Activewear employees must adhere to the guidelines presented in the S&S Activewear Employee Handbook.

Planning, organizing, and coordinating the activities of the multiple executives, and involves an extensive knowledge of each of the executive’s responsibilities and routines.
Answer and direct calls, emails, and messages, and appropriately relay important information promptly and clearly.
provide seamless coverage by providing diversified, dependable, high quality administrative support to the partners.
Interact and correspond with all levels within the organization and external customers.
Work closely and effectively with all executives to keep them well informed of upcoming commitments and responsibilities, following up appropriately.
Serve as the primary contact for the company, greet and establish rapport with employees, clients, visitors, investors, and all other guests of the company in the office or at company events.
Prepare and revise written documents and correspondence as needed.
Ensure, daily meeting information, agendas, and supporting material are available for all meetings, including materials for internal and external speaking engagements.
Coordinate onsite and offsite meetings.
Coordinate travel arrangements, create itineraries and travel packets.
Create expense reimbursement forms and track various business expenses.
Track, manage and prepare activities related to important dates such as company events and celebrations.
Manage sensitive matters with a high level of confidentiality and discretion.
Perform other related duties as assigned.

Bachelor’s degree required.
Minimum of 5 years of related experience as administrative support or executive assistant support.
Flexibility in performing personal work while assisting others with requests; ability to re-prioritize work adjusting to changing desk assignments.
Superior oral, written, and organizational skills required.
Thorough, flexible, able to act with limited guidance, and comfortable in a fast-paced environment.
Experience planning, managing, and executing events and gatherings.
Excellent influencing, communication, organizational, negotiation and presentation skills, including the ability to effectively influence senior management.
Ability to multi-task and utilize good time management skills.
Demonstrates sense of urgency and takes ownership of solving problems.
Ability to work under pressure with very tight timelines.
Proficiency in all areas of Microsoft Office and Mac OSX; must be very tech-savvy.
Able to process confidential information and/or issues using discretion and judgment.
Must be able to work well with a diverse group of people.

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