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Executive Assistant, Administration

City & State: 

Chicago, IL, US, 60654

60654
Job Category:  Administrative
60654

Key Accountabilities

ARYZTA is seeking an Executive Assistant to provide vital administrative support to our senior leadership team. This role is seen as a business partner to senior leadership through top notch calendar and travel management, client relations, superior software skills and the ability to consistently anticipate/understand the executives’ needs and then take appropriate action. The Executive Assistant is responsible for performing diverse, advanced, and confidential administrative support while managing different and conflicting objectives, projects, or activities at once.  May act as a liaison to outside groups coordinating events for senior leadership.

 

Responsibilities

  • Screens incoming calls and handles accordingly
  • Builds and maintains excellent client relationships; stays on top of relevant client information. This includes interface with internal partners and other senior leaders.
  • Extensive calendar and time management; ensures that senior leaders are on time and prepared for meetings; consistently reviews calendar for changes, continually monitors and handles conflicts.
  • Coordinates detailed travel reservations and oversees that changes or problems are resolved and communicated
  • Prioritizes and manages multiple projects simultaneously and follows through on issues in a timely manner
  • Prepares both routine and confidential correspondence, reports, presentations and other complex documents
  • Exercises superior phone skills and customer service
  • Proactively monitors the need for follow-up meetings and initiates planning as appropriate
  • Creates and coordinates presentations for office events
  • Compiles and submits accurate expense reports as required and reconciles credit card statements
  • Addresses miscellaneous tasks as requested or designated by other office leaders
  • Demonstrates initiative and planning; capable of anticipating a manager's needs and staying "two steps ahead"
  • Professional appearance and calm demeanour; capable of consistently maintaining a high level of composure, confidentiality and job focus
  • Excellent verbal and written communication skills
  • Strong problem solving, prioritizing, organizational and time management skills
  • Ability to work independently with minimal guidance

     

Skills, Experience & Qualifications

  • Bachelor’s Degree in Business, Supply Chain, Procurement, Finance or Accounting preferred
  • 3 to 5 years minimum experience in Administrative field. 
  • Excellent organization skills
  • Solid communication, problem solving and written communication skills.
  • Proven project management skills, including strong interpersonal, stakeholder management and collaboration skills to support working within cross-functional teams.
  • Excellent Microsoft Office knowledge and presentation skills.

 

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