Executive Assistant (Hybrid)

Claire's - Hoffman Estates, IL

Full-time - Entry Level

Hoffman Estates, IL

Clothing, Clothing Accessories, Shoe, and Jewelry Retailers

About the position

The Executive Assistant is responsible for performing a variety of responsible, confidential, and complex administrative and secretarial duties for the Executives of the assigned area. This hybrid role requires the Executive Assistant to be on-site three days per week in Hoffman Estates, IL. The position involves a range of tasks that require a high level of organization, discretion, and the ability to manage multiple priorities effectively. In this role, the Executive Assistant will perform routine duties independently, setting priorities and scheduling their own work in accordance with the schedules of the assigned executive. Key responsibilities include coordinating day-to-day operations for the assigned executive, maintaining the executive's calendar and meeting schedule, and coordinating domestic and international travel arrangements as needed. The Executive Assistant will also be responsible for submitting expenses for the executive and maintaining expense records, performing project management and event planning as required, and composing and typing various documents such as memos, summaries, recaps, and newsletters as directed. Additionally, the Executive Assistant will create and develop meeting materials and PowerPoint presentations, summarize and print weekly reports for EVP store visits, and maintain and update the executive's files on a weekly basis. The role also involves maintaining existing reports and manuals, assisting in special projects as directed, publishing company updates and information, and acting as a liaison between the assigned executive and other corporate or field personnel. The Executive Assistant will review and monitor expense reports of the executive's direct reports, order and maintain department supplies and equipment, and ensure that the executive office area is aesthetically attractive.

Responsibilities

• Perform routine duties independently, setting priorities and scheduling own work in accordance with the schedules of assigned executive
• Coordinate day to day operations for the assigned executive
• Maintain executive calendar and meeting schedule
• Coordinate domestic and international travel arrangements as needed
• Submit expenses for executive and maintain expense records
• Perform project management and event planning as needed
• Compose and type memos, summaries, recaps, newsletters, etc. as directed
• Create and develop meeting materials and PowerPoint presentations
• Summarize and print weekly reports for EVP store visits
• Maintain and update executive's files on a weekly basis
• Maintain existing reports and manuals
• Assist in special projects as directed
• Publish company updates/information as directed
• Act as liaison between all other corporate/field personnel and assigned executive
• Review/monitor expense reports of executive's direct reports
• Order and maintain department supplies and equipment
• Maintain an aesthetically attractive executive office area

Requirements

• High School Diploma or GED Required
• Bachelor's degree or equivalent preferred
• 3 - 5 years executive administrative assistant experience
• Ability to handle multiple interruptions and adjustments to priorities throughout the day
• Strong organizational and follow-up skills
• Excellent verbal and written communication skills
• Detail oriented and anticipates needs to support the business
• Adept with technology and a high level of proficiency with Microsoft Office
• Professional discretion