Executive Administrative Assistant; COO

Description

Our most important asset is our people. Who we are, what we do, how we do it and why we are passionate are all centerpieces of why we succeed.

We are proud to be recognized:

• Among America’s Best Midsize Employers by Forbes in 2021, 2022 and 2024
• As a Chicago Tribune Top Workplace for four consecutive years )

We currently operate in-office Monday-Thursday, with an optional remote day on Friday.

This position is not eligible for visa-based employment-based sponsorship.

As the Executive Administrative Assistant, you will be reporting to the Chief Operations Officer and offering additional support to the General Manager, Interiors and the General Manager, Business Products. This role will provide proactive, high-level administrative support to the senior executives and their teams. This requires the ability to exercise independent judgment, discretion, and decision-making authority on matters of significance. The individual will act as a trusted partner, effectively managing executive-level priorities and contributing to the overall operational efficiency of the leadership team.

• Executive Calendar Management: Independently manage and optimize the executive’s schedule. Make strategic decisions on prioritization, resolve scheduling conflicts, and decline or rearrange appointments as necessary.
• High-Level Travel Management: Autonomously coordinate complex domestic and international travel, including executive-level accommodations and logistical arrangements, with minimal oversight.
• Executive Communications: Draft and edit high-impact correspondence and communications, applying a deep understanding of the executive’s voice, philosophy, and key business strategies. Authorized to sign correspondence and make decisions in line with established policies.
• Strategic Meeting Support: Independently document and track high-level action items and outcomes from executive meetings. Follow up with key stakeholders to ensure timely execution.
• Critical Thinking & Prioritization: Evaluate, summarize, and prioritize incoming requests, materials, and data. Highlight issues requiring immediate attention and resolve conflicts proactively.
• Autonomous Workflow Management: Anticipate executive needs and make proactive decisions to improve operational workflows, reduce administrative burden, and enhance overall productivity.
• Confidential Information Handling: Exercise sound judgment in managing highly sensitive and confidential information with integrity and discretion.
• Professional Gatekeeping: Serve as the primary point of contact for the executive, using discretion to screen communications and determine appropriate responses or delegation of responsibilities.
• Cross-Functional Collaboration: Liaise with internal departments, senior leaders, external partners, and global teams to coordinate strategic initiatives, executive meetings, and corporate events.
• Presentation Development: Assist in the design and creation of executive-level presentations, leveraging professional judgment to determine relevant data and messaging.
• Event Oversight: Take full ownership of event participation, including planning, vendor coordination, budget tracking, and post-event reporting.
• Mentorship & Leadership: Provide informal leadership and mentorship to administrative peers, sharing best practices and supporting team success.
• Independent Decision-Making: In the executive’s absence, determine urgency of requests, delegate tasks appropriately, and make independent decisions regarding workflow and communication.
• Project Ownership: Take the lead on special projects and complex administrative initiatives, exercising discretion on matters of policy, business strategy, and resource allocation.

• 5+ years of experience supporting C-level or senior executives in a fast-paced, high-responsibility environment.
• Bachelor’s degree or equivalent education & experience
• Demonstrated ability to make independent decisions and handle matters of significance with minimal supervision, and anticipate needs
• Strong analytical, organizational, and strategic thinking skills.
• Excellent verbal and written communication…