at Sevan Multi-Site Solutions Inc in Downers Grove, Illinois, United States
Job Description
Executive Assistant
Department:Offices
Location:Downers Grove, IL
Sevan Multi-Site Solutions is a veteran-owned business that provides fully customized, turnkey, program management and construction services at scale. We offer program management, site assessments, and design & engineering services for restaurant, grocery, gas station, retail, and government projects nationwide. We work with leading brands like McDonald-s, Starbucks, Sprouts, Whataburger, to name a few. At Sevan, we provide the talent, technology, and trusted expertise needed to consistently deliver excellence in multi-site construction. Sevan is an INC. 5000 Fastest-Growing Company – Great Places to Work 2023 – Best Places to work in Chicago -20, -21, -22, -23, – Best Places to Work in Construction 2023. Summary: The Executive Assistant supports our CEO & Founder, manages our office and headquarters in Downers Grove, participates in social and charity event planning, while providing additional support to other departments as needed. The Executive Assistant is accountable for scheduling meetings, making travel arrangements, and organizing daily calendars. Essential Duties and Responsibilities:+ Coordinate daily calendar of the CEO & Founder.
+ Plan and assist with appointments and events.
+ Act as the point of contact between executives and employees/clients.
+ Create regular reports and update internal databases.
+ Make travel arrangements both domestic and international.
+ Event planning responsibilities, locally and nationally.
+ Manage phone calls and emails.
+ Respond promptly to managers- queries.
+ Facilitate internal communication (e.g., distribute information and schedule presentations).
+ Complete weekly timesheets, and expense reports.
+ Prepare internal and external corporate documents for team members and industry partners.
+ Develop and sustain a level of professionalism among staff and clientele.
+ Oversee daily office management and receptionist role.
+ Customer Relationship Management (CRM) software data entry.
+ Other duties as assigned.
Qualifications:+ Proven work experience as an Executive Assistant, Executive Administrative Assistant, or similar role.
+ Strong time management skills with the ability to be proactive and meet deadlines.
+ Ability to communicate clearly and professionally, both verbally and in writing.
+ Knowledge of office procedures.
+ Solid experience with office management systems, ERPs, and MS Office.
+ Familiarity with online calendars and cloud systems.
+ Experience using office equipment, including printers and fax machines.
+ Experience exercising discretion and confidentiality with sensitive company information.
+ Excellent organizational skills with an ability to think proactively and prioritize work.
+ Experience with Customer Relationship Management (CRM) software a plus.
Culture, Leadership and Employee Development+ Exemplifies and promotes our values of integrity, respect, teamwork, excellence, and charity.
+ Embrace key Sevan-wide initiatives, like Safety and Sustainability.
+ Communicates our vision and purpose through Service, Talent, and Choices.
+ Serves as a role model and promotes professional behavior.
+ Participates in personal career development through on-the-job training, attends training programs and assists in the development of interns / co-ops.
Work Conditions and Travel: This is a fully on-site role located in our Downers Grove, IL headquarters. A highly collaborative in-office environment that flourishes when individual and team contributions combine to achieve target goals and objectives. The workplace is dynamic, fast-paced, and flexible. Travel on an as needed basis (0-10%). Regularly required to sit; occasionally required to stand; walk; occasionally lift and/or move up to 15 pounds. Sevan Multi-Site Solutions, Inc. is proud to be an equal opportunity employer committed to a diverse and inclusive work environment. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity or expression, national origin, age, marital status, genetics, disability, pregnancy, veteran status or any other basis protected by law.