Executive Administrative Assistant

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Category:
Administrative Assistant

Job Schedule:

Full time

Posted Date: T19:30:14+00:00

Job Shift: Day

Base Pay/Salary:
Chicago,IL $33.34-$44.23

Job Responsibilities:

* Maintain detailed calendars for multiple team members

* Coordinate visitor access and handle logistics

* Organize and arrange onsite and offsite events, such as but not limited to, virtual and in-person meetings including scheduling, catering and set-up, and transportation

* Screen incoming calls and determine the level of priority, while using caution in dispensing information

* Manage the coordination and logistics of both internal and external meetings

* Arrange and coordinate domestic and international travel for multiple team members

* Process T&E expenses for multiple team members. Process invoices. Ensure all policies are followed and items are processed within provided guidelines. Act as a subject matter expert for policies and procedures

* Produce high quality emails and messages to individuals at all levels of the organization

* Handle regular activities without prompting, and advise in advance with possible issues or delays

* Assist in editing spreadsheets and presentations, including printing and binding for client meetings

* Work cooperatively with the administrative assistant team, in positive partnership to support each other smoothly

* Lead and coordinate on ad hoc projects as requested

Required qualifications, skills and capabilities

* Preferably candidates should have at least 3 years of administrative experience, supporting all levels through managing director

* Advanced calendar management

* Advanced ability to organize and prioritize

* Tact and good judgment in confidential situations, and proven experience interacting with senior management

* Strong interpersonal, written, and oral communication skills

* Candidates should have Expense, Invoice and Charitable Contributions knowledge

* Proficiency within Microsoft Office Suite, including Excel and Power Point

* Excellent telephone etiquette and ability to manage competing priorities i.e. calendar management

* Ability to learn procedures and processes quickly

This position does not support hybrid options. It is on-site Monday-Friday,