Executive Assistant

Our client, a global leader and Fortune 500 company in the IT industry, is seeking to hire an Executive Assistant for their office in Vernon Hills, IL. This position will have the flexibility to work a hybrid schedule as well as have the option to work out of three different office locations in downtown Chicago office, Vernon Hills, or Rosemont, IL. Hours for this position are 8:30am – 5:00pm Monday – Friday and this role pays $40-$43+/hour depending on relevant experience. This role starts as a 3-month contract but offers opportunities for extensions and perm roles for top performers. Position Overview In this role you will support a team of Senior VPs and C-Level executives. Qualified candidates should have 5+ years of Executive Administrative support as well as being proficient in the MS Office Suite including Excel, PowerPoint, Word, and Outlook. Key Responsibilities: Manage executive’s calendar and scheduling, including all internal and external meetings. Plan all aspects of Executive’s travel. Coordinate and lead preparation for all Senior Leadership meetings, including but not limited to securing meeting location, travel, accommodations, catering, equipment/supplies, etc. Collate briefing documents for Executive meetings, including drafting, preparing, and proofreading letters, memos, reports, spreadsheets, charts, and presentations. Process expense reports, requisitions, and new hire needs. Assists with special projects which may include research or specific personnel and organizational development initiatives. Effectively interact with all stakeholders including internal and external customers, developing collaborative relationships across the organization to ensure positive results. Arrange all aspects of department gatherings (location, set-up, food, and activities). Create professional PowerPoint presentations. Enter all invoices and create Purchase Orders to ensure timely payment to Vendors. Field incoming phone calls, follow-up and resolve appropriately. Handle time-clock issues for the department. Act as a department liaison when appropriate. Qualifications Bachelor’s degree and 5 years of executive assistant experience coordinating projects or supporting at work at an executive-level OR 9 years of executive assistant experience coordinating projects or supporting at work at an executive-level without a degree. Previous SVP or C Suite support preferred. History of maintaining confidentiality in working with private and sensitive information. Proficient in Microsoft Office applications (including Word, Excel, and PowerPoint). Strong organizational and time management skills, with the ability to be resourceful and creatively problem solve. Strong interpersonal skills; team player with ability to work effectively with individuals at all levels. Excellent verbal and written communication skills with the ability to interact with all coworkers across the organization, including executive leadership and external stakeholders. Demonstrated ability to take initiative and work independently with little direction. History of balancing multiple priorities simultaneously with the ability to adapt to the changing needs of the business while meeting deadlines. Demonstrated working experience in event planning, meeting coordination, and partner and vendor relations. Ability to pay critical attention to detail. Demonstrated ability to manage expense reports and travel requests, while managing timelines. Proven track record of successfully supporting the needs of project team members and internal stakeholders (locally and virtually). Ability to effectively resolve conflict with appropriate escalation.

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