Part Time Executive Assistant

Beacon Hill Staffing Group - Hoffman Estates, IL

Part-time - Entry Level

Hoffman Estates, IL

Administrative and Support Services

About the position

We have a great client looking for a part-time Executive Assistant to assist with administrative tasks in their Hoffman Estates office. The ideal candidate would be the "right-hand-person" who enables executives to advance the company initiative and goals. This is a temporary part-time role working about 16-20 hours in the office 2-3 days per week. This position could turn into a permanent position for the right candidate. The Executive Assistant will be responsible for drafting, reviewing, and sending communications and documents on behalf of company executives. This includes signing contracts and documents on the executives' behalf. The role also involves managing the scheduling for executives, which requires organizing and preparing for meetings and offsite company events. This includes gathering documents, attending to logistics of meetings, such as meeting space, hotel, registrations, catering, travel, dinners, etc. In addition, the Executive Assistant will answer and respond to phone calls, communicate messages and information to executives, and prioritize emails, responding when necessary. Coordinating travel arrangements for executives and staff is also a key responsibility. The assistant will maintain various records and documents for company executives and manage local office daily operations. This includes preparing expense reports, gathering receipts, and obtaining approvals for company executives. The assistant will also monitor supplies for the office, placing orders as needed, and arrange gifts to be sent to brokers and promotional items as needed. Other projects may be assigned as necessary.

Responsibilities

• Draft, review, and send communications and documents on behalf of company executives.
• Sign contracts/documents on Executives behalf.
• Manage scheduling for Executives: organized and prepare for meetings and offsite company events, including gathering documents, attending to logistics of meetings, such as meeting space, hotel, registrations, catering, travel, dinners, etc.
• Answer and respond to phone calls, communicate messages and information to executive; prioritize emails and respond when necessary.
• Coordinate travel arrangements for executives and staff.
• Maintain various records and documents for company executives and manage local office daily operations.
• Prepare expense reports - gather receipts, prepare expense reports and obtain approvals for company executives.
• Gather prepared expense reports/receipts from direct reports and check for accuracy.
• Monitor supplies for the office, placing orders as needed; order supplies, equipment, and furniture for offsite employees; arrange gifts to be sent to brokers and promotional items as needed.
• Other projects as assigned.

Requirements

• 2+ years of Executive Assistant or Office Manager role supporting executives.
• Excellent written and verbal communication skills.
• Discrete and trustworthy with confidential information.
• Ability to be proactive, take initiative, and have solid time management skills.
• Ability to juggle multiple projects at once.
• Great attention to detail, highly organized.
• Strong interpersonal skills, flexibility, and adaptability.
• Proficient with frequently used computer software and programs such as MS Office Suite.