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Executive Assistant

Executive Assistant

TransChicago Truck GroupElmhurst, IL, US
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Position Summary :

  • The Executive Assistant primarily provides executive administrative assistance to the Corporate Leadership Team and personal assistant support to the President / CEO, as needed.
  • The ideal candidate for this role must have a strong work ethic, be willing to work flexible hours when called upon.
  • The Executive Assistant should also be creative and enjoy working within a small, entrepreneurial environment that is goal oriented, purposeful, and client driven.
  • This role will have the ability to exercise good judgement in a variety of situations, with strong written and verbal communication, administrative and organizational skills, and the ability to maintain a realistic balance among multiple priorities.
  • The ability to display a prominent level of comfort and competency in managing shifting priorities and engaging senior leaders to achieve strategic and tactical results through diplomacy and tact is key.

Essential Functions & Responsibilities :

  • Manages an active calendar of events, schedules appointments, and prepares confidential correspondence.
  • Organizes detailed travel arrangements and itineraries for executive travel and provides additional administrative preparation for any business-related travel.
  • Serves in a “gatekeeper” role to ensure effective use of executives’ schedules and identify win-win opportunities for direct access to executives’ time.
  • Communicates between, and on behalf of the President / CEO with, the Corporate Leadership Team, staff and others regarding company programs, initiatives, or deadlines.
  • Coordinate in-person and virtual meetings, including Microsoft Teams and Zoom sessions, ensuring proper documentation and follow-up on action items.
  • Provide additional administrative support for the Corporate Leadership Team, including completing expense reports, compiling and creating presentations, and renewing business licenses for various locations.
  • Assist with coordinating company-wide events or high-priority customer events.
  • Renew business licenses for various dealership locations.
  • Manages a variety of special projects for the Corporate Leadership Team, providing proactive assistance, follow-through, and updates to the group as needed.
  • Successfully completes critical aspects of deliverables with an engaged approach, including drafting letters of acknowledgement, personal correspondence, and other tasks that facilitate the Executives’ ability to effectively lead the company.
  • Assist when needed with organizing schedules and logistics for important interviews.
  • Provide administrative support in coordinating recruiting activities such as new hire orientations or recruiting events.
  • Maintain and distribute annual dealer license plates and updated vehicle insurance cards.
  • Request Certificates of Insurance as needed.
  • Support off-site record retention with Chicago Records Management Consolidate and manage office and coffee supply ordering across locations.
  • Other duties as assigned.

    • Education and / or required experience :

  • Minimum 3 years of experience as an Executive Assistant, preferably supporting C-level executives.
  • Familiarity with documents, spreadsheet, calendar, and online meeting technology software.
  • Ability to navigate and thrive in an ambiguous environment.
  • Ability to deal with conflicts as well as give and receive feedback diplomatically.
  • Outstanding verbal and written communication skills Initiative-taking, exhibits positivity, strong work ethic, professionalism, confidentiality, and good judgment.
  • Incredibly organized and resourceful; able to juggle and multi-task, with acute attention to detail and follow through.
  • Must have a strong work ethic and be willing to work flexible hours above and beyond the scheduled workday when necessary.
  • Ability to maintain a realistic balance among multiple priorities and confidential matters with discretion.
  • Ability to work independently on projects, from conception to completion.

    • Compensation & Benefits :

  • Compensation :   $28-$40 / hr.
  • Hourly rate will be determined based on experience, competencies, certifications and education.

    • Benefits :

  • Medical Insurance Vision Insurance Dental Insurance Life and AD&D Insurance Disability Insurance Flexible Spending Account (FSA) 401(k) with company match Paid Time Off (PTO) Paid Sick Time Paid Holidays Additional voluntary benefits : We also offer a variety of other benefits including an Employee Assistance Program (EAP), Accident Coverage, Critical Illness, Cancer Insurance, Pet Insurance, and Identity Theft Insurance Powered by JazzHR
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    Executive Assistant • Elmhurst, IL, US