Executive Administrative Assistant II - CHI

Executive Administrative Assistant II – Wells Enterprises

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Responsible for performing advanced administrative duties for assigned executives. Performs advanced, highly confidential and sensitive administrative responsibilities requiring broad knowledge of the company's policies, procedures and fundamentals. Supports multiple functions/departments across the organization.

• Responsible for complex calendar management for assigned executives, including coordination and prioritization of meetings with senior leaders, global partners, and external stakeholders. Manage travel arrangements and expense reporting.
• Assist executives with meeting preparation by creating and distributing agendas, editing presentations, and other meeting materials as requested. May attend meetings, record meeting minutes, and complete meeting follow-up communication as necessary.
• Serve as a primary point of contact between assigned executives and other senior leaders, cross‑functional partners, employees, and external partners. Draft, review, and manage executive communications on behalf of assigned executives.
• Responsible for the coordination of departmental meetings and events, training, outside consultants, vendors, and special committees for management. Prepares and disseminates departmental communications and updates as needed.
• Responsible for coordinating and preparing budgets, handling P&L statements and safeguarding highly confidential and sensitive financial information.
• Coordinates and manages special projects that may be confidential. Track and report progress and results.
• Ensures efficient operation of the department while making administrative decisions that support the department and assigned executives. Acts as a liaison for the team and brand/Company ambassador.
• Administrative subject matter expert who provides leadership and collaborates with other administrative professionals to share best practices.

• Education:
  
  Associate’s degree in Business or Administrative Professional.
• Experience:
  
  5-7 years providing administrative support to Senior-level Executives. Project Management experience preferred.
• Knowledge: MS Office and Outlook.
• Skills:
  
  Manage multiple tasks/projects with efficiency and delivers results, comfortable working with senior management. Strong customer service skills and ability to interact with internal employees and external customers, vendors and the public.
• Abilities:
  Ability to streamline processes through Continuous Improvement, conduct self in a professional manner, and ability to set direction and complete work with limited direction. Lead, coordinate and manage projects. Ability to mentor and coach administrative staff.

SUPERVISORY SCOPE:
Reports to Executive SVP or above based on functional area of support. No direct reports.