Executive Assistant Job at Reyes Holdings in Des Plaines

Responsibilities

Position Responsibilities:

* The Executive Assistant provides comprehensive administrative support, including coordinating travel, managing expenses, overseeing office management, and handling tasks that don't require the Executive's direct input

* You will be responsible for strategically managing the Executive's schedule, balancing professional and personal responsibilities, safeguarding time, and prioritizing and streamlining tasks, whenever possible

* The Executive Assistant coordinates and manages end-to-end logistics for events and meetings hosted or attended by the Executive, handling details such as catering, AV setup, visitor badges, creating the agenda, etc.

* Coordinate with approved/pre-selected vendors to procure office supplies and branded materials (MB Merchandise) based on Executive's needs and manages office refreshment inventory including snacks, beverages and reusable mugs; monitors stock levels, places timely orders with vendors, and maintains organized storage to ensure availability of supplies

* You will prepare the Executive for meetings by gathering and summarizing background information into briefing materials. Prepare presentations, reports, and correspondence, with pertinent information

* Sort, and distribute incoming mail, ensuring timely delivery of critical correspondence and prepare and send mail or packages and track shipments to confirm delivery and resolve issues with carriers, as needed

* Other duties as assigned

Qualifications

Required Education and Experience:

* Associate's Degree with 7 plus years of related experience or High School Diploma/General Education Degree with 10 plus years of specific experience

* Proficient using Concur and booking reservations in Egencia, knowing when Visas are required for international travel

* Proficiency in virtual meeting platforms (ZOOM, Google Meet, TEAMS, etc)

Preferred Education and Experience:

* Bachelor's Degree

Equal Opportunity Employee & Physical Demands

Reyes Holdings and its businesses are equal opportunity employers. Company policy prohibits discrimination and harassment against any applicant or employee based on race, color, religion, sex, pregnancy or pregnancy-related medical conditions, marital status, sexual orientation, gender identity or expression, age, national origin, citizenship, disability, genetic information, military or veteran status, or any other basis protected by applicable law. In addition, the Company is committed to providing reasonable accommodation to applicants and employees in accordance with applicable law. Requests for accommodation should be directed to your point of contact in the Talent Acquisition or Human Resources departments.

Background Check and Drug Screening

Offers of employment are contingent upon successful completion of a background check and drug screening.

Pay Transparency

Our compensation philosophy embraces diverse factors for fair pay decisions, valuing skills, experience, and the needs of our business. Moreover, this role may have the opportunity to participate in a discretionary incentive program, subject to program rules.