Executive & Personal Assistant - Readerlink Distribution Services

The Executive and Personal Assistant (EPA) role offers a unique opportunity to provide high-level administrative and personal support to the Chief Executive Officer/President and to build partnerships with the senior executive team. The EPA will manage sensitive and complex assignments, facilitating communication and logistics, and contributing to the overall efficiency of our organization. The successful candidate will have proven administrative expertise, exceptional communication skills, and the ability to manage multiple tasks efficiently in a fast-paced environment. A professional appearance and demeanor are requisite.

The EPA will provide high-level administrative support by managing certain personal matters and matters relating to other professional and philanthropic undertakings by the CEO, conducting research, preparing statistical reports, handling information requests, and performing clerical functions such as preparing correspondence, receiving visitors, arranging conference calls, scheduling meetings, preparing and coordinating expense reports, and coordinating travel.

What You Will Be Doing:

• Manage and maintain the CEO’s business and personal schedule, including scheduling meetings, conferences, and travel.
• Handle confidential information and communications with discretion.
• Prepare and edit correspondence, communications, emails, reports, presentations, and other documents on behalf of the executive team.
• Manage incoming and outgoing communications on behalf of the executive(s).
• Facilitate internal communication within the company by distributing executive messages and gathering information needed by the executive from various team members.
• Coordinate logistics for internal and external meetings and events, including materials, technology setup, transportation, and catering.
• Serve as the primary point of contact between executives, employees, clients, and external partners.
• Maintain professional knowledge by attending educational workshops and reviewing professional publications.
• Handle financial and accounting matters for the executive with discretion, including expense reports and invoicing.
• Create spreadsheets, tables, graphs, presentations, etc., based on the desired end result and knowledge of the appropriate software.
• Complete assigned projects and tasks specific to functional areas of executives supported. These may be specifically assigned or may result from job holder identifying areas where they can contribute.
• Maintains executive team supplies inventory by checking stock to determine inventory level; anticipating needed supplies; evaluating new executive office products; placing and expediting orders for supplies; verifying receipt of supplies.
• Organize, prioritize, and proactively deal with administrative tasks on behalf of executives, including emailing, meeting requests, phone messages, customer requests, PO management, expense reports, photocopying, faxing, mailing, and filing.
• As a family-owned business, the role will also be responsible for personal activities to support the CEO that are not directly related to company activities, such as charitable undertakings, scheduling services and appointments, managing personal travel needs, and any other projects and duties as assigned.
• Assists Human Resources with coordinating the annual ReaderLink Cares charity program.
• Coordinates with charity contacts for all donations received and assists with ReaderLink Cares events.
• Manages the FROSCH travel program for the entire organization.
• Other duties may be assigned, directed, or requested.
• This position is full-time, onsite, and eligible for a hybrid schedule at corporate headquarters in Oak Brook, IL.
• Standard office hours are from 8:00 am CST to 4:30 pm CST, Monday through Friday, but flexibility is required to accommodate early morning, late evening, or occasional weekend meetings as needed.

What You Will Need: 

• Minimum of one to three years’ experience in an administrative role supporting senior-level executives.
• High level of discretion and confidentiality.
• Excellent organizational skills and attention to detail.
• Strong verbal and written communication skills.
• High proficiency in Outlook and MS Office Suite, especially Excel, PowerPoint, and Word.
• Ability to multitask and prioritize daily workload.
• Experience in managing multiple calendars and scheduling necessary.
• Knowledge of principles and processes for providing customer and personal services. This may include executive needs assessment, meeting service quality standards, and evaluation of executive satisfaction.
• Ability to represent the executive team and Company to internal and external audiences. Ability to respond to challenging situations with tact.
• Interpersonal skills: The individual maintains confidentiality, remains open to others’ ideas, and is willing to try new things.
• Oral Communication: The individual speaks clearly and persuasively in positive or negative situations.
• Written Communication: The individual will make spelling and grammar edits, present numerical data effectively, and can read and interpret written information.