Executive Administrative Assistant

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.

Role Summary

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 relieve the executives of administrative functions in order to increase the time an executive has available for executive level responsibilities. Continually works in building a partnership with senior level executives to accomplish this goal.

The Executive Administrative Assistant handles a variety of complex situations and conflicts involving the clerical and administrative functions of the office that do not require the attention of the executive. Uses considerable judgment and initiative to determine the approach or action to be taken in routine situations.

In This Role, You Will

• Proactively manage executive’s calendar, scheduling conferences, appointments, and meetings. Resolve and prioritize scheduling conflicts, by establishing appointment priorities, or rescheduling / refusing appointments or invitations.
• Handle all travel arrangements for executive(s).
• Composes correspondence requiring knowledge of executive’s views, philosophy, and some understanding of technical matters; may sign for executive when technical or policy content has been authorized.
• Notes commitments made by executive during meetings and arranges for implementation.
• Summarizes the content of incoming materials, specially gathered information, or meetings to assist executive; draws attention to important parts or conflicts.
• Locates and attaches related documents to correspondence which require the personal attention of the executive.
• Reads outgoing correspondence for executive approval and alerts writers to any conflict with the file or departure from policies or executives viewpoints; gives advice to resolve the problem.
• Anticipates ways in which executive time may be saved.
• Handles many details of a confidential nature, and performs administrative functions based on understanding of company policy, executives views and philosophy.
• Reads and routes incoming mail and email in some cases.
• Answers calls for executive, fielding them in the appropriate manner.
• Anticipates and prepares materials needed by executive for conferences, correspondence, appointments, meetings, telephone calls, etc.
• Prepares special or one-time reports, summaries, or replies to inquiries, selecting relevant information from a variety of sources.
• Assists in preparation & creation of presentations.
• Coordinate PCard expense administration
• Manage procurement-related activities, including supplier onboarding, Oracle purchase order creation and processing, and vendor documentation management.
• Coordinate new hire onboarding, including onboarding schedules, ticket submissions, first-day logistics, and team-building activities.
• Responsible for coordination of special meetings and events, including global meetings, employee engagement initiatives, fund raising campaigns, and large company-wide functions.
• Acts as a mentor to peers.
• In executive’s absence, ensures that requests for action or information are relayed to the appropriate staff member. As needed, interprets requests and helps implement action, decides whether executive should be notified of important or urgent…