Chief of Staff/Executive Assistant

GEA - Romeoville, IL

Full-time - Senior

Romeoville, IL

10,001+ employees

Sporting Goods, Hobby, Musical Instrument, Book, and Miscellaneous Retailers

About the position

The Chief of Staff/Executive Assistant at GEA Group provides high-level administrative support to the executive team, focusing on internal communications and ensuring smooth day-to-day operations. This role requires exceptional organizational, communication, and multitasking skills, as well as the ability to handle sensitive information with discretion. The position involves preparing meeting materials, managing executive calendars, coordinating travel, and assisting with various office administration tasks.

Responsibilities

• Prepare meeting agendas, materials, and minutes for executive meetings.
• Manage executive calendars, schedule meetings, and coordinate travel arrangements.
• Screen incoming calls, emails, and correspondence, directing them to appropriate departments.
• Assist in the preparation of reports, presentations, and confidential documents.
• Serve as the primary point of contact for internal communications on behalf of the executive team.
• Coordinate office activities and ensure the smooth operation of the office.
• Assist with budget tracking and financial reporting, including expense management.
• Plan and coordinate company events, meetings, and retreats.
• Manage office supply inventory, order supplies, and handle vendor relationships.
• Organize and maintain files, databases, and corporate records.
• Draft, edit, and proofread internal communications, including newsletters, emails, and presentations.
• Work with Marketing to maintain corporate branding and ensure consistency across all communications.
• Coordinate communication between departments and teams to ensure clear and consistent messaging.
• Manage special projects as assigned by executives, ensuring timely completion and follow-up.
• Collaborate with cross-functional teams to ensure projects align with organizational goals.
• Track project progress and report on key milestones.

Requirements

• Bachelor's degree in business administration, communications, or a related field (or equivalent experience).
• 5+ years of experience in executive-level administrative support and communications.
• Strong organizational skills with the ability to multitask and prioritize.
• Excellent written and verbal communication skills.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and collaboration tools (e.g., Teams, Google Workspace, etc.).
• Ability to work independently and handle confidential information with discretion.

Nice-to-haves

• Experience with project management tools and methodologies.
• Familiarity with corporate branding and marketing strategies.

Benefits

• Paid holidays
• Health insurance
• Dental insurance
• Tuition reimbursement
• Paid time off
• Employee assistance program
• Vision insurance
• 401(k) matching