Executive Assistant

at Robert Half in Brookfield, Illinois, United States

Job Description

Description We are offering an opportunity in the museum/art gallery/botanical/zoo industry for an Executive Assistant based in Brookfield, Illinois, United States. The role of Executive Assistant will involve providing a full range of administrative and executive support, facilitating the effectiveness of the President & CEO. The role will contribute to the effective execution of institutional priorities, activities, communications, and board relations.

Responsibilities:

- Manage incoming messages and information for the President including screening phone calls, personal visits, mail, email, and general admin mailbox.

- Handle the President’s schedule, including all travel arrangements and conference registrations.

- Coordinate expense reporting and monitor various communication streams for pertinent information.

- Brief the President and other Executive Team members as appropriate, consolidating reports from workgroups to facilitate efficient review by the President.

- Ensure the general operation of the President’s office, maintaining the clean and neat appearance of all areas of the President’s office, including conference rooms, kitchen, etc.

- Work with appropriate staff to maintain physical facilities.

- Monitor and manage President’s external Board and professional organization communications relating to meetings, inquiries, requests, attendance, and materials.

- Prepare all necessary materials for review and decisions by President.

- Perform special projects as assigned and represent the President’s Office at Society events as needed.

- Utilize skills in Concur, CRM, Microsoft Excel, Microsoft Office Suites, Microsoft Outlook, About Time, Calendar Management, Correspondence, C-Suite, Documentation, Executive Meetings, Coordinate Meetings.

This role offers a short term contract employment opportunity. Requirements – Proven experience as an Executive Assistant within the Museum/Art Gallery/Botanical/Zoo industry.

- Proficient in Microsoft Office Suites, including Microsoft Excel and Microsoft Outlook.

- Familiarity with CRM software.

- Proficiency in using Concur for travel and expense management.

- Experience with About Time software for time tracking.

- Strong skills in Calendar Management and scheduling Executive Meetings.

- Ability to Coordinate Meetings, including arranging logistics and preparing materials.

- Experience supporting C-Suite level executives.

- Demonstrated ability to handle Correspondence professionally and confidentially.

- Strong Documentation skills, with attention to detail and accuracy.

- Ability to work in a fast-paced environment and manage multiple tasks concurrently.

- Excellent written and verbal communication skills.

- High degree of professionalism and discretion.

- Ability to work independently and take initiative when necessary.

- Bachelor’s degree or equivalent experience in a related field.

Robert Half is the world’s first and largest specialized talent solutions firm that connects highly qualified job seekers to opportunities at great companies. We offer contract, temporary and permanent placement solutions for finance and accounting, technology, marketing and creative, legal, and administrative and customer support roles.

Robert Half works to put you in the best position to succeed. We provide access to top jobs, competitive compensation and benefits, and free online training. Stay on top of every opportunity – whenever you choose – even on the go. Download the Robert Half app (https://www.roberthalf.com/us/en/mobile-app) and get 1-tap apply, notifications of AI-matched jobs, and much more.

All applicants applying for U.S. job openings must be legally authorized to work in the United States. Benefits are available to contract/temporary professionals, including medical, vision, dental, and life and disability insurance. Hired contract/temporary professionals are also eligible to enroll in our company 401(k) plan. Visit roberthalf.gobenefits.net for more information.

© 2024 Robert Half. An Equal Opportunity Employer. M/F/Disability/Veterans. By clicking “Apply Now,” you’re agreeing to Robert Half’s Terms of Use (https://www.roberthalf.com/us/en/terms) .