at DivIHN Integration, Inc in Hoffman Estates, Illinois, United States
Job Description
Title: Administrative Assistant - Hybrid
Location: Bolingbrook, IL
Duration: 4 Months
Hybrid - 6 days/month in office
DESCRIPTION:
- Responsible for logistical support to high level executives.
- They will make the most efficient use of their time by managing the executive’s schedule, travel and meeting arrangements, and expense reporting.
- The Administrative Assistant is responsible for supporting all direct reports of the Chief Marketing Officer.
- The qualified candidate will bring their demonstrated experience supporting senior leaders by acting as a significant representative to our senior leadership team.
- They will be instrumental in supporting and/or representing our executive priorities, values/competencies, and goals.
- The Administrative Assistant will be responsible for daily support for the Marketing Leadership team (such as schedules, travel, expenses, drafting correspondence and presentation documents (town halls, business updates, etc.).
- The position requires independent judgment and analysis involving situations with frequent access to confidential and highly complex information.
- Logistical support including heavy travel arrangements that include arrangements such as flight, car service, hotel reservations
- Creating detailed business travel itineraries that will require research and independent thinking
- Responsible to handle expense reporting that are accurate and on-time submissions
- Collaborates with various staff and departments in preparing special projects, scheduling, and meetings for the leadership team.
- Responsible for handling inquiries/requests that vary in complexity but can often require research & follow up.
- Develops & composes correspondence, reports, & presentations.
- Demonstrates both the flexibility and adaptability required to meet the dynamic nature of client’s business and the working styles of the senior team
- Maintains a professional environment through demonstrating our core competencies in support of our Executives, visitors, and key partners
- Supports Chief Marketing Officer Executive Assistant as needed
POSITION SUMMARY:
- The Executive Assistant is responsible for providing administrative support to multiple high-level executives on the Ecommerce & Digital Team, helping to manage schedules, travel and meeting arrangements, and expense reporting, in addition to aiding in the development of correspondence and presentation documents, and communications to the team and the organization.
- The ideal candidate will have a high degree of accountability and self-management while balancing tasks, partners, and deadlines.
CORE JOB RESPONSIBILITIES:
- Manage the leader's time through strategic and proactive calendar management and scheduling, including managing invitations and prioritization when calendar conflicts arise
- Coordinate business and event travel for officer level leaders and expense management for Directors and Officers
- Manage meeting set up, including preparing presentation content and handouts, recording meeting notes, troubleshooting technical and logistical issues, and organizing follow up activities
- Prepare & edit drafts of correspondence, agendas, and other communications to a high degree of accuracy and aesthetically pleasing presentations based upon the needs of the business
- Support team engagement and sense of belonging through ensuring leaders are recognizing key milestones: Clientversaries, Birthday’s, and meaningful Family Events, Planning Team Outings
- Play a role within the broader administrative team, assisting in the execution of events such as leadership offsites, Townhalls, etc, maintaining comprehensive and accurate records and be a thought partner by anticipating challenges and driving recommendations for solutions and process improvements
REQUIREMENTS FOR CONSIDERATION:
- 5+ years of executive level assistant experience
- Previous experience working within a retail or merchandising organization preferred
- Ability to work independently and take initiative in a fast-paced environment with minimal supervision
- Ability to multi-task with a strong sense of meeting deadlines and follow-up
- High degree of professionalism, flexibility, and diplomacy
- Demonstrates up-to-date knowledge and skills in technology associated with this position and interested in continuously advancing and developing new skills needed for this role
- Ability to actively listen and ask questions to build understanding, as well as provide clear verbal and written communication
- Able to quickly adapt to change and demonstrate flexibility
- Ability to handle multiple tasks at one time including managing multiple partners and deadlines
