Executive Assistant II

Location:

1 N Wacker Drive, Chicago Illinois

POSITION OVERVIEW

Provide executive assistance to the Commercial Leader to perform diverse administrative and clerical duties for the leader and his/her leadership teams while contributing to the overall performance of the Division’s functional and cross-functional teams. This role is expected and held accountable to add value, work efficiently and constantly strive to improve internal and external customer experience. Ability to prioritize and organize work while being flexible and nimble enough to change with the needs of business is important for this role. Ability to quickly learn new tools and technologies; with interest and experience in using professional media, digital platforms and the Internet to improve work efficiency, research and creation of Keynote and/or PowerPoint presentations and ongoing communication. Entrepreneurial spirit and desire to understand internal business, outside competition and dynamics of work. Integrity, confidentiality, superior interpersonal skills, proactive & detail-oriented with strong organizational skills are some of the important competencies for the role. Ability to thrive in a fast-paced, team-oriented, deadline-driven environment is necessary

ESSENTIAL JOB FUNCTIONS

• Under general supervision, provides administrative support to the executive leader and team to include planning, executing, maintaining and coordinating complex calendar of meetings, travel and logistics, expense reports, various system entries and tracking.
• Act as liaison between Executives and all internal departments and external business associates to ensure that all matters are attended to in an efficient, professional and timely manner.
• Primary point of contact for internal employees for the executive, initiating work within the department or checking the status of jobs already in progress to ensure timely completion. Manage and track administrative projects for the team, help with onboarding new hires and employee exit formalities.
• Responsible for meeting coordination, communication tools, video conferencing and scheduling, and organizing proper venue/room setup as needed.
• Plan, coordinate and execute multiple meetings and offsite events simultaneously with ability to adapt to changing priorities.
• Phone work: manage phone calls to ensure that due attention is always given to the most urgent materials/requests and all calls are appropriately responded.
• Sort/prioritize mail; flag & highlight any relevant articles and advertisements
• Collect and organize documents from executive’s direct reports
• Take lead in planning and organizing team events, socials, offsite meetings, recognition and award ceremonies etc.
• Take accurate notes during various meetings and distribute materials pre and post meeting
• Manage mass communications on behalf of executive.
• Collects, compiles and analyzes moderately complex data and information for various internal and external reporting purposes, newsletters and presentation materials.
• Cultivates a positive environment to promote teamwork, high performance and positivity
• Manages day-to-day office operations, composes written communications as needed.
• Clearly and immediately communicates and elevates any problems/issues.
• Assists with special projects for events, new processes or projects and presentations as they arise; exercises judgment and reasoning skills.
• Ability to work out of base office, willingness to travel occasionally as needed and work overtime, and on weekends with short notice.
• Coordinates continuity and recovery responsibilities for Larkin office.

REQUIRED QUALIFICATIONS

• High School Diploma or Equivalent experience
• A minimum of 7+ years relevant experience supporting executive management
• Proven ability to manage multiple calendars and projects at one time
• Ability to engage with Executive Level Management
• Strong working knowledge of Word, Excel, PowerPoint, Outlook, Microsoft Teams
• Preferred knowledge of Workday and Salesforce
• Excellent written and verbal communication skills
• Exercises sound judgment, discretion, and confidentiality in all matters involved in this job
• Takes initiative and works independently on routine as well as more complex and miscellaneous matters.
• Confident and resourceful in problem solving, promptly escalating matters where necessary.
• High-level problem-solving skills with the ability to prioritize and anticipate needs …