Executive Assistant - Naperville, IL (01)

Executive Assistant - Naperville, IL

Salary Range $55,000.00 - $65,000.00 Salary/year Position Type Full Time Travel Percentage Negligible Category Admin - Clerical

Description

Position Summary:

Responsible for overseeing the Executive office in accordance with established company policy and procedures. Provide administrative support to the Executive Staff with a variety of tasks including but not limited to: execution of day-to-day tasks, fielding corporate office phone calls, client interfacing, overseeing projects, booking travel, and carrying out other high-level/urgent requirements while ensuring the maximum in professionalism, hospitality, operational efficiency, and maintaining positive relationships with peers, hotel staff/executives, and clients.

Reports To: Chief Operating Officer

Pay & Schedule : Full-time, i.e., 40 hours/week

Essential Duties and Responsibilities

• Effectively oversee day-to-day operating procedures
• Work closely with the C.O.O. to proactively determine their needs and assist them in carrying out day-to-day administrative tasks and projects.
• Calendar management, scheduling & accounting for day-to-day meetings, calls, and movements, both business and personal.
• Managing and facilitating a large volume of email replies.
• Answering and directing client phone calls.
• Booking travel for Executives and employees.
• Oversee the creation and distribution of prospective & current client gifts.
• Assist with corporate office meeting preparation/planning
• Handle sensitive/confidential information in an appropriate manner.
• Assisting with project management.
• Develop, maintain, and enhance positive relationships with clients, hotel staff, and peers.
• Communicate with peers, clients, and hotel staff by telephone and written correspondence in a clear, concise, sincere, and persuasive manner.
• Provide consistently outstanding customer service.
• Proactively listens to, clarifies, and determines Executive's and customers' needs.
• Maintain an ambitious, hard-working, professional demeanor, ethics, and development of self.
• Effectively utilize the company's business software
• Maintain supply levels of the office supplies
• Other related duties and projects as required or assigned

Qualifications

Qualifications:

• Direct experience with related Administrative Assistant responsibilities.
• Demonstrated proficiency in computer skills including office support software i.e., QuickBooks, Microsoft Suite: Outlook, Word, Excel, PowerPoint, Adobe Suite: Adobe InDesign, Adobe Lightroom, Canva, etc.
• Experience booking travel for individuals and groups.
• Advanced knowledge of office-related equipment such as copiers, fax machines, delivery, mail services, etc.
• Proven excellence in developing positive professional relationships and seeking ways to increase customer satisfaction and loyalty.
• Knowledge of/experience in hospitality and/or audiovisual technology is a plus.
• High School Diploma required.
• Bachelor's Degree (preferred).

Skills Required:

• Excellent interpersonal and communication skills both verbal and writtenmust be able to effectively communicate with all levels of internal and external contacts.
• Ability to work independently and multi-task in a fast-paced team environment.
• Confident personality and capable of being persistent when necessary.
• Extremely detail-oriented and organized.
• Maintain a positive attitude and willingness to work with all team members.
• Proactive, self-motivated, & forward-thinking
• Planning Skills able to effectively plan ahead.
• Organization Skills ability to manage multiple projects and tasks.
• Problem Analysis Ability to break down problems and find solutions.
• Strong negotiation skills.
• Strong customer/hospitality focus.
• Strong team-player orientation.

Work Environment:

• This position requires the ability to work long hours standing and/or sitting.
• This position requires the applicant to be authorized to work in the United States.
• This position requires the ability to work a varied schedule.

Full-Time Benefits

• 401(k) with matching
• Roth 401(k) with matching
• Medical, Dental, and Vision Insurance
• Health savings account
• Life insurance
• Paid sick time
• Vacation time
• Company paid holidays