Executive Assistant

Hearthside Food Solutions - Downers Grove, IL

Full-time - Executive

Hybrid - Downers Grove, IL

5,001-10,000 employees

Food Manufacturing

About the position

As an Executive Assistant supporting the Chief Customer Officer and Chief Operating Officer, you will play a crucial role in ensuring seamless executive operations and efficient workflow. Your responsibilities will include managing complex calendars, scheduling meetings, and coordinating travel arrangements. Additionally, you will handle confidential correspondence, prepare reports and presentations, and act as a liaison between the executives and internal/external stakeholders. Your role will also involve prioritizing and addressing operational needs, assisting with project management, and providing general administrative support to ensure the smooth functioning of both executive offices. In this position, you will coordinate executive communications, including taking calls, responding to emails, and interfacing with internal staff and external groups on a variety of subjects. You will manage all meeting support requirements for both small- and large-scale meetings using video conferencing applications and calendar applications. You will also prepare routine and advanced documents including letters, memoranda, reports, and budget reporting, while maintaining an organized system of electronic documents and curating documentation in SharePoint. Your responsibilities will extend to participating in meetings, creating agendas, recording action items, and tracking progress and monitoring project schedules and deadlines. You will provide administrative liaison support for hosted visitors and be available to occasionally handle time-sensitive matters outside normal business hours. Additionally, you will support the company's main phone line, manage incoming mail, and collaborate with other Executive Assistants on facilities management tasks, ensuring a cohesive and well-organized team effort. This position is part of a larger, cohesive team that provides support to one another as needed, with other duties assigned as necessary.

Responsibilities

• Coordinate executive communications, including taking calls, responding to emails, and interfacing with internal staff and external groups on a variety of subjects.
• Schedule meetings, appointments and manage travel itineraries as well as expense report management.
• Manage all meeting support requirements for both small- and large-scale meetings using video conferencing application(s) with calendar applications.
• Manage calendars and assist in the preparation for a broad variety of meetings (staff, Town Hall, Board and broad Team presentations).
• Prepare routine and advanced documents including letters, memoranda, reports, budget reporting, and/or review them for quality.
• Maintain an organized system of electronic documents and curate documentation in SharePoint, or any physical documents as needed.
• Take responsibility for preparation and delivery of confidential and time-sensitive materials as needed.
• Participate in meetings, create agendas, record action items, and track progress and monitor project schedules and deadlines as needed.
• Provide any administrative liaison support for hosted visitors (facilitate building access/keycards, temporary office space, building navigation, etc.).
• Be available to occasionally handle time-sensitive matters outside normal business hours.
• Responsible for soliciting and curating content, as well as updating and maintaining the intranet pages for the respective functional sites, ensuring they align with the strategic goals and initiatives of the teams supported by the Chief Commercial Officer (CCO) and Chief Operating Officer (COO), in coordination with the Director of Employee Communications.
• Support the company's main phone line, manage incoming mail, and collaborate with other Executive Assistants on facilities management tasks.

Requirements

• A minimum of (10) years of top-level administrative management and coordination support experience reporting directly to senior management.
• Experience successfully working in complex organizations with geographically dispersed offices and staff across various time zones.
• Bachelor's degree, or equivalent combination of experience and education highly preferred.
• Excellent written and verbal communication skills.
• Excellent interpersonal skills: ability and desire to cooperate, coordinate, and interface with all levels of personnel, both internal and external to the organization, with a positive attitude.
• Proficiency with Microsoft Office products, especially Word, PowerPoint and Excel (with advanced knowledge of analysis and pivot capabilities) and open to learning new software tools as needed.
• Experience in modern communication and collaboration tools (such as chat tools, knowledge management systems, teams video conferencing).
• Strong ability to balance competing priorities within a dynamic business environment filled with competing priorities-interruptions; and must create a calm, fluid environment while shifting gears, maintaining accuracy, and completing a volume of various activities.
• Strong coordination abilities to prioritize projects and tasks and provide guidance and direction to support staff.
• Strong project coordination abilities: prioritize projects, delegate, and provide guidance and direction to support staff.
• Must have ability to handle confidential information on a need-to-know basis.

Benefits

• Competitive package
• Outstanding benefits
• Diverse work environment