Executive Assistant Job at Fortinet in Chicago

Fortinet is looking for a full time Executive Assistant to support VP level Sales Management as we rapidly expand our business. This position will work from our Chicago office to received and interact with incoming visitors. The ideal candidate will have strong organizational skills and be able to manage multiple tasks with minimal supervision. We are looking for someone that is well organized and detail orientated who can work comfortably in a face-paced, start-up like environment.

Responsibilities:

Sales admin:

• Strategic Sales Support: Provide high-level administrative assistance with a focus on supporting sales initiatives and strategy execution. Ability to handle sensitive information with discretion and maintain confidentiality.
• Calendar & Priority Management: Manage executives' calendars, balancing and prioritizing critical meetings in high-stakes situations while maintaining flexibility to adjust on the fly.
• Meeting Coordination: Schedule, organize, and coordinate meetings with key internal and external stakeholders, ensuring all parties are well prepared and aligned with sales objectives.
• Communication Hub: Act as a central point of communication between the sales team, clients, and internal departments, especially in time-sensitive situations. Ensure clarity and follow-through on urgent matters.
• Document & Presentation Preparation: Draft and refine reports, presentations, and key sales communications that align with business goals, ensuring executives are well prepared for all engagements.
• Travel Logistics: Coordinate complex travel arrangements, particularly for sales events, client meetings, and trade shows, ensuring every detail supports the broader sales strategy.
• Problem Solving: Adapt to last-minute changes and challenges, providing creative solutions to maintain productivity and minimize disruptions.
• Communication Skills: Exceptional verbal and written communication skills, able to convey information clearly, confidently, and professionally.
• Strong interpersonal skills: capable of building relationships and liaising with all levels of staff and external stakeholders.
• Skilled in drafting emails, reports, and presentations with attention to tone and accuracy.

Office admin:

• Oversee daily administrative tasks, ensuring smooth operations for the remote office.
• Manage office supplies, equipment, and facility needs, coordinating with vendors as required.
• Act as the primary point of contact for office-related inquiries and remote staff support.
• Coordinate facility maintenance, repairs, and services to ensure a well-maintained workspace.
• Assist with remote staff onboarding, including workspace setup and IT coordination.
• Handle office-related budget management, including tracking expenses and negotiating with suppliers.
• Ensure compliance with health, safety, and security protocols in the remote office setup.

Experience:

• Minimum of 3 years experience providing sales executive administrative support
• Proficient computer skills and in-depth knowledge of relevant software such as MS Office Suite
• Proficient with PowerPoint to create and edit presentations
• Knowledge of standard office administrative practices and procedures

Education:

• Bachelors degree an advantage