Executive Administrative Assistant - Gateway Recruiting, INC.

Position Summary:  

Reporting to the Senior Vice President and General Counsel, Americas, the Executive Admin is responsible for providing administrative support to certain of the executives based within Chicago for the North American region.  In addition, the role will assist with the development, logistics, and execution of customer visits to the Chicago HQ. The ideal candidate will be experienced in handling a wide range of administrative and executive support-related tasks and will be able to work independently with little supervision. This person must be exceedingly well organized, a problem solver, flexible, adaptable to changes and enjoy the challenges of supporting the business, diverse people, and programs. 

The ability to communicate with senior levels and interact with staff (at all levels) in a fast-paced environment, sometimes under pressure, remaining flexible, proactive, resourceful, and efficient, with a high level of professionalism and confidentiality is crucial to this role. Expert-level written and verbal communication skills, strong decision-making ability and extreme attention to detail are equally important. 

Position Responsibilities: 

• Manage calendar for executives and customer visits, which includes extensive scheduling of meetings and conference calls and providing notification of appointments, changes to calendar, reminders and confirmations, coordination of and support to meetings and events at the Chicago HQ. 
• Manage extensive travel arrangements, international and domestic, for leaders and customers. 
• Manage and review monthly expense reporting for supported leaders and ensure proper setup and processing of payments to vendors. 
• Prepare requested correspondence, meeting notes, PowerPoint files, and reports accurately with a professional/polished appearance. Proofread all materials prior to submission for approval and distribution. 
• Coordinate all aspects of meeting planning, including material preparation, site selection, and menu planning as well as selected pre and post-meeting support activities. 
• Organize department, inter-department, and customer meetings and events for supported leaders. 
• Serve as a liaison between the leaders and various corporate and regional staff as well as any applicants, customers, and vendors in a courteous, cooperative, and professional manner. 
• Assist staff with various inter-departmental requests, communications, and processes. 
• Support other executives as required. 
• Perform other duties as assigned.

Position Requirements:  

• A High School Diploma is required.  Bachelor’s Degree is preferred. 
• Three (3) years of experience as an administrative assistant supporting Sr. Leaders is required. 
• Excellent organizational and communication skills are required.
• High attention to detail is required. 
• Strong customer and results orientation skills are required.  
• The ability to handle multiple competing priorities, effectively organize workload to ensure results in a fast-paced environment is required. 
• The ability to keep confidential highly sensitive information is required. 
• Strong communication skills, both written and verbal, with multiple internal and external stakeholders is required.  
• Experience coordinating and making national and complex international travel arrangements is strongly preferred. 
• Experience using online travel tools and expense reporting tools and software is required. 
• Effective Microsoft Office skills including MS Word, Excel, Power Point, and Outlook are required. 

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