Executive Assistant Job at Ascent Industries Co in Oak Brook

About Ascent

Ascent Industries is a partnership of industrial manufacturing companies pursuing innovation and growth. For over 75 years we’ve experienced growth across the tubular and specialty chemicals industries through continuous investment in our production processes and thoughtful acquisitions. Our rich history and breadth of expertise enable us to provide unique, customized solutions for our customers.

We believe in delivering best-in-class solutions which require living out our values daily and hiring the types of people who will strengthen our brand.

We value the PEOPLE we interact with internally and externally.

We believe in TRANSPARENCY in communication as a foundation of healthy relationships.

We believe it is imperative to protect the HEALTHY & SAFETY of our people.

We value high PERFORMANCE across all areas of our business including financial, operational, and team collaboration.

We believe that RELIABILITY is necessary to consistently deliver on our promises to our customers and each other.

We are proud of our team who do what is right to build products that will last. Take time to learn more about us today at: https://www.ascentchem.com

Position Summary:

The Executive Assistant will provide comprehensive administrative and operational support to the Chief Executive Officer (CEO) and the executive leadership team of a dynamic, publicly traded manufacturing company. The ideal candidate is a proactive, detail-oriented professional with outstanding communication skills and the ability to handle a variety of tasks in a fast-paced corporate environment. This role requires discretion, professionalism, and the capacity to anticipate the needs of senior leadership while ensuring the seamless execution of their day-to-day responsibilities. Additionally, the candidate must be a licensed notary public to assist with official documentation as needed.

Key Responsibilities:

• Executive Support: Efficiently manage executive calendars, including scheduling meetings, coordinating appointments, reviewing presentations/reports, and arranging complex travel logistics.
• Communication Liaison: Serve as the primary point of contact between the CEO and internal/external stakeholders, ensuring all written and verbal communications are handled with professionalism and accuracy.
• Meeting Preparation: Organize agendas, presentations, and essential documentation for meetings, ensuring that all materials are complete and accurate in advance.
• Board Governance: Assist in the preparation of materials for board meetings, including the collection and compilation of data, creation of reports, and managing meeting logistics.
• Project Management: Lead special projects and initiatives from inception to completion, ensuring deadlines are met and results align with company objectives.
• Document Management: Draft, edit, and manage confidential documents, reports, and correspondence with precision and confidentiality.
• Notary Services: Provide notary public services for official company documentation, ensuring compliance with state regulations and legal standards.
• Travel & Expense Coordination: Arrange detailed travel itineraries and manage expense reports for the CEO and executive leadership team, ensuring accuracy and timeliness.
• Event Planning: Plan and execute corporate events, such as leadership retreats, conferences, and other business functions, ensuring all details are meticulously organized.

Qualifications:

• Experience: Minimum of 5 years of experience as an Executive Assistant, preferably in a publicly traded or manufacturing environment.
• Education: Bachelor’s degree in business administration, communications, or a related field is preferred.
• Notary: Active Notary Public license or willingness to obtain certification upon hire.
• Skills:
  • Exceptional written and verbal communication skills.
  • Strong organizational abilities and attention to detail.
  • Proven ability to prioritize multiple projects and meet deadlines in a fast-paced, high-pressure environment.
  • Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
  • Experience with board governance and preparing board meeting materials is a plus.
  • Demonstrated ability to handle confidential information with discretion and professionalism.

Additional Requirements:

• Ability to work independently while also functioning as a collaborative team member.
• Comfortable engaging with senior executives and stakeholders across all levels of the organization.
• Willingness to work flexible hours, including evenings and weekends, as required.

Disclaimer: The list of requirements, duties, and responsibilities is not exhaustive, but merely the most accurate list for the current job. Management reserves the right to revise the job description and to require that other tasks be performed when the circumstances of the job change.

Ascent Industries is an equal-opportunity employer. Ascent does not discriminate on the basis of race, religion, color, sex, gender identity, sexual orientation, age, non-disqualifying physical or mental disability, national origin, veteran status or any other basis covered by appropriate law. All employment is decided on the basis of qualifications, merit, and business need.