Executive Assistant Job at ROYAL COURIER INC in Elmhurst

Job description
We are looking for a self-motivated and organized individual who is passionate about taking the initiative in a fast-paced work environment. The Executive Assistant will be responsible for the daily administrative operations of our Executive and office, and will maintain confidentiality at all times. This position requires flexibility, as duties may be changed at any time without notice. You will provide high-level administrative support for an Executive at our company.

Responsibilities:

• Arrange and maintain the executive schedule
• Independently manage and schedule programs and projects
• Arrange and schedule meetings as appropriate and prepares meeting minutes
• Maintains confidential reports and records as required
• Opens, sorts, processes, and distributes incoming correspondence, check requests, and invoices as appropriate
• Manage payables filing system
• Accepts and screens incoming phone calls for the executive as appropriate
• Manages logistics of large-scale meetings and events, including invitation lists, RSVPs, seating charts, and caterers
• Assist in executing large-scale events, including marketing materials, promotional items, communications, and coordination with event sites
• Attend and record conference call meeting minutes; prepare minutes for executive meetings
• Directs and assigns work to other offices' clerical personnel; serves as a resource regarding applicable rules, regulations, and policies and procedures; serves as a backup for other departments' clerical positions
• Coordinate complex domestic and international travel arrangements
• Prepare confidential correspondence, including letters, agendas, spreadsheets, and forms
• Prepare office and conference room for meetings
• Prepare and organize presentations
• Update social media accounts as required
• Order supplies and maintain inventory
• Occasional travel will be required
• Assist in interviewing and hiring personnel

Qualifications:

• Previous experience as an executive secretary, administrative assistant, executive assistant, or in other related fields.
• Excellent social, speaking, and writing skills
• Project coordination experience and the ability to work well with all levels of internal management and staff, as well as outside clients and vendors
• Ability to be discreet and maintain confidentiality
• Computer skills including Microsoft Word, Excel, and Powerpoint
• Google/Google Sheets
• Excellent math skills
• Travel planning and arrangements
• Ability to travel on short-term assignments; must have TSA pre-check
• Internet research skills
• Strong attention to detail
• Ability to prioritize and multi-task
• Strong organizational skills
• Typing of 80wpm or more
• Bachelor's Degree required
• Pass a background check and drug test
• Minimum three years of relevant experience
• Must have verifiable reference
• A flexible schedule is required

Job Type: Full-time

Benefits:

• Dental insurance
• Health insurance
• Paid time off
• Vision insurance