Executive Assistant
Downers Grove, IL Downers Grove, IL Full-time Full-time Estimated:
$65.
5K - $83K a year Estimated:
$65.
5K - $83K a year WHO WE ARE With over 11,000 employees at over 40 facilities across US & Europe, Hearthside Food Solutions is one of the fastest growing food companies and the industry's largest contract manufacturer.
Our secret to success? Our people.
We know an investment in our people is an investment in our company.
We strive to understand our team members and support them however we can.
By empowering employees through skill development and career advancement opportunities, we emphasize a culture of continuous improvement - both for the business and our people.
We want team members that will support us in owning safety together - speaking up when they see a problem.
When we focus on our people and safety, it ensures we all are driving better performance as well as on time delivery to our customers WHAT WE WANT TO GIVE YOU We offer a competitive wage and wide array of benefits including:
o health/dental/vision insurance o flex spending accounts o short & long-term disability o paid holidays and vacation o bonus opportunities (referral, production, etc.
).
Position Overview:
The Executive Assistant position is a role that provides blended support for both front desk receptionist duties as well as executive assistant work for multiple senior C suite leaders.
Incumbent must draw on experience and use sound judgment, critical thinking, and organization management skills to plan and accomplish goals.
The Executive Assistant will be working in our Downers Grove, IL corporate office 5 days a week.
Executive Assistant Essential
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 for multiple senior leaders and assist in the preparation for a broad variety of meetings (staff, Town Hall, and broad functional 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.
Be available to occasionally handle time-sensitive matters outside normal business hours.
Receptionist Essential
Responsibilities:
Responsible for effectively handling all initial contact with clients and others through the telephone, face-to-face reception, mail and messages.
Greet clients, vendors, recruits, couriers, and repairmen and direct them to or notify the appropriate parties.
Answer, screen, and announce all incoming calls in a timely and professional manner, using standard reception protocol.
Schedule conference rooms using scheduling software and negotiate scheduling conflicts.
Process all incoming and outgoing Federal Express and courier packages using online shipping software, using our standard shipping protocol.
Distribute and coordinate incoming and outgoing mail.
Maintain and trouble shoot problems with front desk equipment (fax, printer, label maker, etc).
Coordinate catering for meetings as needed (e.
g.
, orders breakfast/lunch meetings, sets up room for catering, ensures that drinks/coffee are available) Open and close the office each day (e.
g.
, lock/unlock doors, turn off lights) This position is part of a larger, cohesive team that provides support to one another as needed.
Other duties as assigned.
Required Education/Experience/Skills/Abilities:
A minimum of (10) years of previous administrative management and coordination support.
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, 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.
Ability and desire to cooperate, coordinate, and interface with all levels of personnel, both internal and external to the organization, with a positive attitude.
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.
#LI-JS1.
Estimated Salary: $20 to $28 per hour based on qualifications.
$65.
5K - $83K a year Estimated:
$65.
5K - $83K a year WHO WE ARE With over 11,000 employees at over 40 facilities across US & Europe, Hearthside Food Solutions is one of the fastest growing food companies and the industry's largest contract manufacturer.
Our secret to success? Our people.
We know an investment in our people is an investment in our company.
We strive to understand our team members and support them however we can.
By empowering employees through skill development and career advancement opportunities, we emphasize a culture of continuous improvement - both for the business and our people.
We want team members that will support us in owning safety together - speaking up when they see a problem.
When we focus on our people and safety, it ensures we all are driving better performance as well as on time delivery to our customers WHAT WE WANT TO GIVE YOU We offer a competitive wage and wide array of benefits including:
o health/dental/vision insurance o flex spending accounts o short & long-term disability o paid holidays and vacation o bonus opportunities (referral, production, etc.
).
Position Overview:
The Executive Assistant position is a role that provides blended support for both front desk receptionist duties as well as executive assistant work for multiple senior C suite leaders.
Incumbent must draw on experience and use sound judgment, critical thinking, and organization management skills to plan and accomplish goals.
The Executive Assistant will be working in our Downers Grove, IL corporate office 5 days a week.
Executive Assistant Essential
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 for multiple senior leaders and assist in the preparation for a broad variety of meetings (staff, Town Hall, and broad functional 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.
Be available to occasionally handle time-sensitive matters outside normal business hours.
Receptionist Essential
Responsibilities:
Responsible for effectively handling all initial contact with clients and others through the telephone, face-to-face reception, mail and messages.
Greet clients, vendors, recruits, couriers, and repairmen and direct them to or notify the appropriate parties.
Answer, screen, and announce all incoming calls in a timely and professional manner, using standard reception protocol.
Schedule conference rooms using scheduling software and negotiate scheduling conflicts.
Process all incoming and outgoing Federal Express and courier packages using online shipping software, using our standard shipping protocol.
Distribute and coordinate incoming and outgoing mail.
Maintain and trouble shoot problems with front desk equipment (fax, printer, label maker, etc).
Coordinate catering for meetings as needed (e.
g.
, orders breakfast/lunch meetings, sets up room for catering, ensures that drinks/coffee are available) Open and close the office each day (e.
g.
, lock/unlock doors, turn off lights) This position is part of a larger, cohesive team that provides support to one another as needed.
Other duties as assigned.
Required Education/Experience/Skills/Abilities:
A minimum of (10) years of previous administrative management and coordination support.
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, 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.
Ability and desire to cooperate, coordinate, and interface with all levels of personnel, both internal and external to the organization, with a positive attitude.
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.
#LI-JS1.
Estimated Salary: $20 to $28 per hour based on qualifications.
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