Executive Administrative Assistant I Job at Robert Half in Bolingbrook

We are offering a permanent employment opportunity for an Executive Administrative Assistant I in BOLINGBROOK, Illinois, 60440-3516, United States. The role involves providing support to senior executives, executing administrative tasks, managing schedules, and coordinating department meetings.

Responsibilities:

• Provide extensive phone coverage, call follow-up, and manage calendars schedules for VPs/Directors.
• Support the administration logistics, travel and onsite delivery of department meetings.
• Act as the primary liaison for attendee communication, travel arrangements, general logistics, and financial reconciliation processes.
• Maintain and update department PTO and vacation forms.
• Create and maintain filing system for VPs/Directors and ensure all customer credit applications are processed accurately.
• Prepare meeting agendas, attend meetings, take minutes and prepare executive summaries.
• Coordinate travel arrangements including flight, car rental, and accommodations for Shared Services employees.
• Assist in the organization, ordering, setup, and cleanup of breakfast and luncheon meetings.
• Purchase corporate gifts for Birthdays, Special Situations, Holidays and maintain and order supplies as needed.
• Support Department Managers on an as-needed basis and perform other job-related duties as assigned.• Proficient in Communication and Communication Skills, with the ability to liaise effectively with different departments and stakeholders.
• Advanced skills in Microsoft Excel, Microsoft Outlook, and Microsoft PowerPoint are necessary.
• Demonstrated experience in Planning and Project Management, including the ability to handle logistics.
• Familiarity with Human Resources (HR) Administration, including Payroll Functions and understanding of Salary Structures.
• Proficiency in Email Correspondence, with a focus on professionalism and timely responses.
• Experience with Calendar Management, including scheduling and coordinating meetings.
• Proficiency in Typing, with a focus on speed and accuracy.
• Knowledge of About Time application is a plus.
• Experience in handling Travel Arrangements both onsite and offsite.
• Familiarity with Video and Computer System operations, including Desktop Hardware.
• Proficiency in File System management, including creating and managing Templates.
• Experience in taking Meeting Minutes, with a focus on accuracy and detail.