Executive Assistant

Elmhurst, IL

Full Time

Mid Level

Position Summary:
The Executive Assistant primarily provides executive administrative assistance to the Corporate Leadership Team and personal assistant support to the President/CEO, as needed. The ideal candidate for this role must have a strong work ethic, be willing to work flexible hours when called upon. The Executive Assistant should also be creative and enjoy working within a small, entrepreneurial environment that is goal oriented, purposeful, and client driven. This role will have the ability to exercise good judgement in a variety of situations, with strong written and verbal communication, administrative and organizational skills, and the ability to maintain a realistic balance among multiple priorities. The ability to display a prominent level of comfort and competency in managing shifting priorities and engaging senior leaders to achieve strategic and tactical results through diplomacy and tact is key.

Essential Functions & Responsibilities:

Manages an active calendar of events, schedules appointments, and prepares confidential correspondence.
Organizes detailed travel arrangements and itineraries for executive travel and provides additional administrative preparation for any business-related travel.
Serves in a “gatekeeper” role to ensure effective use of executives’ schedules and identify win-win opportunities for direct access to executives’ time.
Communicates between, and on behalf of the President/CEO with, the Corporate Leadership Team, staff and others regarding company programs, initiatives, or deadlines.
Coordinate in-person and virtual meetings, including Microsoft Teams and Zoom sessions, ensuring proper documentation and follow-up on action items.
Provide additional administrative support for the Corporate Leadership Team, including completing expense reports, compiling and creating presentations, and renewing business licenses for various locations.
Assist with coordinating company-wide events or high-priority customer events.
Renew business licenses for various dealership locations.
Manages a variety of special projects for the Corporate Leadership Team, providing proactive assistance, follow-through, and updates to the group as needed.
Successfully completes critical aspects of deliverables with an engaged approach, including drafting letters of acknowledgement, personal correspondence, and other tasks that facilitate the Executives’ ability to effectively lead the company.
Assist when needed with organizing schedules and logistics for important interviews.
Provide administrative support in coordinating recruiting activities such as new hire orientations or recruiting events.
Maintain and distribute annual dealer license plates and updated vehicle insurance cards.
Request Certificates of Insurance as needed.
Support off-site record retention with Chicago Records Management
Consolidate and manage office and coffee supply ordering across locations.
Other duties as assigned.

Education and/or required experience:

Minimum 3 years of experience as an Executive Assistant, preferably supporting C-level executives.
Familiarity with documents, spreadsheet, calendar, and online meeting technology software.
Ability to navigate and thrive in an ambiguous environment.
Ability to deal with conflicts as well as give and receive feedback diplomatically.
Outstanding verbal and written communication skills
Initiative-taking, exhibits positivity, strong work ethic, professionalism, confidentiality, and good judgment.
Incredibly organized and resourceful; able to juggle and multi-task, with acute attention to detail and follow through.
Must have a strong work ethic and be willing to work flexible hours above and beyond the scheduled workday when necessary.
Ability to maintain a realistic balance among multiple priorities and confidential matters with discretion.
Ability to work independently on projects, from conception to completion.

Compensation & Benefits:

Compensation: $28-$40/hr. Hourly rate will be determined based on experience, competencies, certifications and education.
Benefits:
- Medical Insurance
- Vision Insurance
- Dental Insurance
- Life and AD&D Insurance
- Disability Insurance
- Flexible Spending Account (FSA)
- 401(k) with company match
- Paid Time Off (PTO)
- Paid Sick Time
- Paid Holidays
- Additional voluntary benefits: We also offer a variety of other benefits including an Employee Assistance Program (EAP), Accident Coverage, Critical Illness, Cancer Insurance, Pet Insurance, and Identity Theft Insurance

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