Senior Executive Assistant (Grainger Leadership Team)

W.W. Grainger - Lake Forest, IL

Full-time - Mid Level

Lake Forest, IL

Merchant Wholesalers, Durable Goods

About the position

The Senior Executive Assistant at Grainger plays a crucial role in supporting the GLT leader by providing high-level administrative assistance in a responsible and confidential manner. This position is hybrid, requiring up to 75% of the time to be spent at the Lake Forest Headquarters. The Senior Executive Assistant will manage the leader's calendar strategically, ensuring that all scheduling is efficient and that necessary documentation, such as agendas and presentations, is prepared for meetings and events. This role serves as the first point of contact for general department inquiries, providing excellent customer service and ensuring that all incoming requests, whether they come via email, phone calls, or in-person visits, are prioritized and addressed promptly. In addition to managing the leader's time, the Senior Executive Assistant will coordinate both onsite and offsite meetings, which includes reserving conference rooms, setting up meeting technology, and managing vendor relationships. The implementation of meetings will involve sending out invites, coordinating presentation materials, recording meeting notes and action items, and troubleshooting any technical or logistical issues that arise. The role also includes processing invoices and reconciling departmental expenses in accordance with the T&E policy, as well as resolving any discrepancies that may occur. The Senior Executive Assistant will leverage technology to support departmental priorities, utilizing tools such as the Microsoft Office Suite and PowerBI. This position requires managing a variety of documents, including composing, modifying, proofreading, and disseminating memos, reports, presentations, and updates. Participation in departmental projects and tasks, including training sessions and team meetings, is also expected, along with contributing to team productivity and initiating process improvements to enhance efficiency. Furthermore, the Senior Executive Assistant will maintain and order department supplies, manage the associated budget, and may oversee other specific departmental processes. Supporting the onboarding and departure processes for team members is also part of the role. The individual will represent the senior executive in all business communications and act as a thought-partner and coach for the manager and their direct reports, while also serving as an indirect leader for other administrative partners within the department. Continuous development of new skills and enhancement of existing competencies to meet the evolving needs of the business is essential.

Responsibilities

• Manage the leader's time through strategic calendar management and scheduling.
• Prepare necessary documentation for scheduled events, including agendas and presentations.
• Serve as the first contact for general department inquiries, providing customer service and prioritizing incoming requests.
• Coordinate onsite and offsite meeting planning, including conference room reservations and meeting setup.
• Manage invites, coordinate presentation content and handouts, and record meeting notes and action items.
• Process invoices and reconcile departmental expenses according to the T&E policy.
• Leverage technology to support the department's priorities, including Microsoft Office Suite and PowerBI.
• Manage multiple paper and electronic documents, including composing and modifying memos, reports, and presentations.
• Participate in department projects and tasks, including trainings and team meetings.
• Initiate process improvement and enhance efficiency through a continuous improvement mindset.
• Maintain and order department supplies and manage the associated budget.
• Support the onboarding and departure process for department team members.
• Represent the senior executive in all business communications.
• Act as a thought-partner and coach for the manager and their direct reports.
• Act as an indirect leader for other administrative business partners within the department.

Requirements

• Bachelor's degree or equivalent experience.
• 5+ years' experience as an Executive Assistant supporting Senior Management.
• Experience working in a change environment focused on quality improvement and organizational refinement.
• Knowledge of business operations and relationships at top management levels.
• Ability to manage complex administrative details and balance conflicting priorities.
• Strong written and verbal communication skills, ensuring relevance to the audience.
• Experience representing senior executives in business communications.
• Experience working for a Fortune 500 company.

Benefits

• Medical, dental, vision, and life insurance starting on day one.
• 6% 401(k) company contribution each pay period with no personal contribution required.
• Employee discounts.
• Parental leave.
• Tuition reimbursement.
• Student loan refinancing.
• Free access to financial counseling and education.