A top Consumer Packaged Good (CPG) company in Chicago is seeking a dynamic Executive Coordinator to ensure leaders are punctual, organized, and efficient while providing comprehensive support to the entire office. This role is perfect for someone who is naturally hospitable, energetic, and detail-oriented. The position offers a competitive salary of $60-70k depending on experience.
Responsibilities of the Executive Coordinator:
- Provide high-level administrative support to senior management, including scheduling meetings, managing calendars, preparing reports, and handling confidential information with utmost discretion
- Lead and manage special projects assigned by senior management, ensuring timely and successful completion of initiatives that drive the company's goals
- Arrange and assist with travel plans for senior leadership and office staff, ensuring all travel logistics are handled accurately and efficiently
- Plan and coordinate company events, meetings, and conferences. This includes managing logistics, creating agendas, preparing background materials, and ensuring events run smoothly
- Organize and host office events, such as happy hours, ensuring all aspects from invitations to cleanup are handled seamlessly
- Act as a liaison between leadership and staff, as well as between the company and external vendors. Facilitate internal and external communications, draft and review correspondence, reports, and presentations
- Manage the Event Services Inbox, handling inquiries and coordinating event-related logistics
- Assume front desk responsibilities when needed, including during reception staff absences
- Coordinate daily office operations, including maintenance, ordering supplies, and ensuring the office environment is organized and efficient
- Schedule appointments, arrange meetings, ensure guests are properly managed and escorted, and handle meeting room reservations and meal arrangements
- Work closely with the IT department to ensure the office's technology infrastructure supports smooth operations. Address any IT-related issues promptly
- Address and resolve any administrative issues that arise, providing prompt and effective solutions
- Identify opportunities for process improvements and implement strategies to enhance office efficiency and productivity
Qualifications of the Executive Coordinator:
- Experience in an administrative role; supporting senior leaders is a plus
- Proficiency in Microsoft Office; SAP Concur experience is a plus
- Highly motivated, self-directed, and able to work independently or in teams
- Excellent organizational and multitasking skills
- Adaptable in a fast-paced environment with flexible hours
- Superior communication and interpersonal skills
- Energetic, empathetic, and positive attitude
- High level of professionalism and integrity
- Strong project management skills
- Illinois driver's license and access to a vehicle are a plus
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