Location: Elmwood Park
Posted on: October 3, 2021
The role of the Executive Assistant (EA) for our Executive Vice
President (EVP)/President requires the successful candidate to
quickly understand our business and our Executive’s approach to
work in an extremely fast paced environment. The EVP is responsible
for a multi-billion-dollar global business, which means he is
consistently juggling multiple priorities, staff, client and Board
of Director relationships, and the entire organization at all
times. He is often away from the office – traveling and
working remotely within our other offices or meetings at industry
events or clients. Support for making travel arrangements and
keeping the executive’s family informed and resolving any conflicts
on the travel calendar is an essential part of the support. Because
of the nature of his work, the EVP’s calendar and priorities are
extremely complex and require a seamless approach to supporting
him. The EA is expected to provide this seamless support as
their role is highly visible and has significant impact on the
EVP’s own performance. Maintaining confidentiality is of utmost
importance in this position as the Executive’s schedule and the
information he handles are most likely of sensitive nature.
Top priority is to ensure that the Executive continues to be
productive to serve our company and our clients. The ability to
think quickly and operate both strategically and tactically are the
most important behaviors that distinguish an Executive level
Administrator from other level executive support. In
addition, the successful EA will demonstrate interest, curiosity,
and the ability to understand our business and the EVP's business
engagements. This position requires a high level of
responsibility in decision-making and planning. It is
imperative that this person stay ahead of the EVP to ensure they
are anticipating problems and fixing them before they occur. High
integrity, Ethical Standards and treating all colleagues with
respect is a critical element of this role. The EA needs to have
flexibility to support the EVP from time to time for extended hours
as he may be dealing with a board meeting or meeting with an
Focused on keeping the executive productive and focused on
critical matters through ensuring required tasks are completed in a
Schedule meetings and manage the executive’s calendar and
contacts. When necessary, negotiate with others who need time on
the Executive’s calendar to shuffle things around.
Keep the executive’s calendar accurately updated and keep other
stakeholders abreast of changes
Schedule executive-level Meetings in partnership with other
administrative teams and ensure all meeting attendees and their EAs
are abreast of all meeting logistics
Manage and book the executive’s travel; Monitor flight status
and make appropriate changes as required to avoid bottlenecks and
delays; Arrange and manage local transportation logistics and
confirm the same. Keep the executive’s family appraised of travel
logistics and details.
Submit expense reports and vacation requests on behalf of the
Keep the executive organized with meeting materials and
Assume receptionist duties, greet public and refer them to
appropriate staff members
Answer phone and route calls appropriately and/or take
Distribute incoming mail and prepare outgoing mail including
bulk mail, as needed; Manage notarization of documents as and when
Prepare meeting materials and other company documents, as
Order office supplies and monitor inventory, as needed
Update and maintain mailing lists
Maintain appropriate interpersonal relationships with employees,
peers, and consumers
Facilitate special event registration and execution.
Occasionally travel with the executive, as needed, to support
Other duties as assigned
Bachelor’s degree or equivalent experience.
Ability to travel 5-10%.
5 years' executive-level administrative experience required.
Demonstrated written and oral communication skills
Demonstrated ability to work independently and as a team.
Typing skills with at least 50 WPM.
Proficiency in Microsoft Office software (Word, Access, Excel,
Examples of skill level:
WORD - customizing a form letter, adding a watermark, inserting
a linked object from a file; protecting a form, merging recipient
list data with a form letter.
EXCEL - using VLOOKUP, MATCH & INDEX functions, running macros,
creating custom functions, using IF, SUMIF & ROUND functions.
POWERPOINT - creating & editing a custom slideshow; embedding &
OUTLOOK - creating & importing a vCard, creating group schedules
in a Calendar group, forwarding contact information, using mailbox
Working knowledge or ability to learn quickly various web-based
expense management and other office systems
Ability to use an advanced knowledge of skills, methods &
practices & some innovation, analysis, & reasoning to choose
appropriate alternatives from among pre-defined policies &
procedures to complete work that includes successive steps &
involves some non-routine problems &/or decisions.
Problem solving mind set is very important for this job. When
the EA runs into a bottleneck with a situation, they need to be
able to find a solution.
Timely availability and acknowledgement of information received
Using good judgement to ascertain situations and react
accordingly is critically important
Accuracy and attention to detail is critical in this
Patience, empathy, and high EQ
Keywords: Assurant, Cicero , Executive Assistant, Other , Elmwood Park, Illinois
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