Job Title
Senior Executive Assistant (In-Office, Hoffman Estates & Chicago Loop)
Business
Transformco Corporate
Job Description
The Senior Executive Assistant uses broad and comprehensive knowledge of department operations, policies and procedures in performing a variety of routine and non-routine duties. This position makes independent decisions regarding the planning, organizing, and scheduling of work - to a higher degree than other administrative positions.
PLEASE NOTE: This position requires in office work in both our Hoffman Estates location (2 days/week) and our Chicago/Loop location (3 days/week)
JOB SUMMARY:
The Senior Executive Assistant supports the leader of a business unit. This position provides advanced, diversified, and confidential administrative support to an executive level professional and the business unit he/she leads.
REPORTS TO:
Business Unit Leader
REQUIRED SKILLS:
- Bachelor's Level Degree or equivalent experience
- A minimum of ten years of administrative experience.
- Advanced level proficiency with a personal computer and Microsoft Office software. Knowledge of or the ability to learn other systems may be required.
- Superior oral and written communication skills.
- Ability to act as the representative of the executive in various situations and deal with others courteously and professionally, even in difficult situations.
- Ability to balance many, and sometimes conflicting, priorities. Ability to keep deadlines straight and manage workload to business needs.
- Maintains confidentiality when necessary; ability to judge situations that require discretion and acts confidentially even when not specifically directed.
- Requires a comprehensive knowledge of departmental and company operations, policies, and procedures or the ability to become knowledgeable in an appropriate period of time.
Requisition ID
1017118BR
Employment Category
Regular, Full-time
Travel Requirements
None
Responsibilities/Skills/Experience Requirements
JOB DUTIES/RESPONSIBILITIES:
- Manages and plans the executives time by making appointments, travel arrangements, and meeting arrangements. Requires coordination between departments and outside parties. Manages schedules and ensures time is used efficiently. Ensures leader has work time needed to accomplish objectives in addition to attending the required and requested meeting cadences. Finds other appropriate substitutes for the executive in meetings where he/she is not truly required.
- Assists executive in tracking business goals, projects, requests, and daily priorities. Provides reminders and tracks status to ensure completion by target date. Follows up as necessary with others in the executives business or across the company to gather and consolidate information for executive.
- Assembles and analyzes information to prepare a variety of documents including agendas, correspondence, memoranda, reports, and presentations. Prepares materials from very rough drafts into final materials.
- Completes ad hoc projects as assigned. Manages all projects as assigned from start to completion.
- Organizes large meetings/events including setting dates and agendas, planning logistics, meeting equipment needs, and more. This can include Town Hall meetings for entire business units.
- Manages monthly BU Board Meetings as required including coordinating agendas, preparing presentation materials and posting on Corporate Portal, tracking attendance, and performing any follow up required.
- Maintains accurate and organized files, records, and documents, ensuring easy retrieval
- Manages routine administrative processes for the department which may include: processing travel expenses, processing payments, and researching charges to department budget.
- Conducts research on various topics to assist the executive in data gathering and decision-making
- Serves as a liaison between the executive leadership and internal teams, fostering effective communication
- Act as the main internal contact for BU, answering questions and inquiries from associates in the business unit or other business units. Maintains BU email distribution lists, and may compose or forward information to BU associates, including on behalf of executive.
- Manages calls, mail and other inquiries to the executive and / or the business unit. Either handles inquiries, directs to the appropriate parties or disposition callers (e.g., sales calls where the executive have no interest). Follows up with other departments to ensure requests are carried out as appropriate.
- To varying degree assists the executive in the organization of his/her work. Sets up files (physical or digital), maintains key information, monitor emails, print materials needed for meetings, signature requests, and urgent or important items. Ensures routine items are handled within the organizational system of the executive.
- May utilize the assistance of one or more administrative or clerical associates on a regular or project basis.
- May serve as a Lead to other administrative or clerical associates and manages workload and general performance. Generally will engage in the selection process for lower level administrative support in the business unit, helping onboard, train, and coach other administrative staff in the business unit.
- Performs other duties as assigned
JOB REQUIREMENTS:
- Bachelors Degree
- Over 10 years of related experience
- 18 years of age or older
Job Function
Administrative/Clerical/Office Support
Years Experience
10 - 15 Years Experience
Country
United States
Work-In Location
37968: CHICAGO SUPPORT OFFICE-MONROE
Location City
HOFFMAN ESTATES
Work-In Address 1
33 W MONROE STE 1300
Work-In City
Chicago
Work-In State
IL
Work-In Postal Code
60603
EEO/EOE Footer
Equal Opportunity Employer / Disability / Vet.
Posting Tags
#Corporate
Company Brand
Transformco
Compensation Range
$52,500 to $85,000
Additional Compensation Explanation
N/A
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