Executive Assistant Job at Anixter Center in Chicago

SUMMARY:

The Executive Assistant provides executive level support to the Chief Executive Officer (CEO), Board of Directors, and designees. The Executive Assistant serves as the primary point of contact for the Executive Office providing administrative support, representation, event planning, and project management. The Executive assistant interfaces with entities and organizations as requested, organizes, coordinates, and oversees special projects. The Executive Assistant is innovative, creative, mission focused, results driven and community oriented.

SUMMARY

The Executive Assistant provides executive level support to the Chief Executive Officer (CEO), Board of Directors, and designees. The Executive Assistant serves as the primary point of contact for the Executive Office providing administrative support, representation, event planning, and project management. The Executive assistant interfaces with entities and organizations as requested, organizes, coordinates, and oversees special projects. The Executive Assistant is innovative, creative, mission focused, results driven and community oriented.

ESSENTIAL DUTIES

Administrative Support

• Coordinates, composes, maintains high level correspondence and memoranda independently and with professional quality
• Performs complex administrative duties in preparation of administrative and fiscal projects, including preparation of spreadsheets, charts, conducting research, etc. Edits and proofreads all written materials and verifies the validity of data and documents contained in all reports prior to submission
• Oversees the CEOs daily calendar tracking all appointments, preparing materials for all meetings, etc. Takes notes and completes minutes for meetings. Follows up on meeting-generated tasks
• Answers informational questions and determine appropriate course of action for sensitive issues and matters of significance that have organization-wide visibility. Monitors general agency inboxes such as Ask Anixter. Handles telephone calls in a professional and courteous manner, initiating appropriate disposition
• Coordinates travel plans, including meeting scheduling and itinerary, and material preparation
• Perform basic accounting tasks including preparing and filing expense reports
• Deals discreetly with highly sensitive, confidential written, electronic, and oral communication concerning staff, department, and agency matters. Maintains confidential materials according to agency standards and in compliance with HIPPA regulations and requirements
• Acts as representative for the agency in all interactions exercising customer service skills and good judgment in addressing inquiries, complaints, and request for direction. Builds relationships and open communication channels with team members that foster trust and respect

Special Events and Project Management

• Works on projects from conception to completion while under pressure to handle a wide variety of activities and confidential matters with discretion
• Prepare proposals, assist in presentations, and participate in contract negotiations
• Prepare and maintain project schedule and budgets, communicating changes to project personnel as needed
• Establishes and maintains influential and strategic relationships at all levels across the agency
• Works with multiple internal and external stakeholders on a wide range of projects
• Plans, organizes, and coordinates meetings or special events, including reserving conference rooms, sending, and tracking invitations, procuring food and beverage, and ensuring vendor payment
• Coordinates appropriate room set up room and equipment (set up conference calls, audio-visual equipment, projector, etc., as necessary)
• Perform other duties as required and/or assigned

REQUIREMENTS

• Bachelor’s degree in business administration or related field
• 5+ years of experience as an Executive Assistant to individuals at a Chief, President, Executive and/or Vice President level
• Highly proficient in Microsoft Office Suite and related software
• Detail-oriented, excellent organizational, administrative, and time management skills
• Proactive and self-starting: able to work confidently to advance goals within broad parameters, and with minimal supervision
• Excellent verbal and written communication skills
• Excellent customer service and interpersonal skills
• Ability to successfully plan, lead, and complete projects on time
• Ability to exercises good judgment in a variety of situations and make objective decisions timely and effectively.
• Ability to work with organizational performance metrics, analyze data, create reports, and present information clearly to decision makers
• Ability to multi-task and meet deadlines in a fast paced and stressful environment
• Ability to maintain a high level of security and confidentiality of information.
• Ability to adhere to department policies and standards utilizing best practices
• Ability to promote and adhere to company mission, values and focus on client needs.
• A commitment to a diverse, inclusive, and equitable work environment.