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Executive Assistant to the CEO and CHRO

Executive Assistant to the CEO and CHRO

Reporting directly to the Chief Executive Officer, this Executive Administrative Assistant provides lead administrative support to the CEO and the CHRO and coordinates the Board of Directors for Company Products.  This role interacts with all levels of management and corporate employees across all our global regions (and time zones), and has direct contact with Directors, key customers and vendors, external organizations and consultants, and occasionally even end-consumers, regarding all aspects of business operations.  This individual must have exceptional communication and organization skills, and a strong work ethic with high attention to detail and follow-ups.  S/he should be a self-starter with high initiative, who can work independently but also thrives in a dynamic, results-oriented, and fun business environment.

Responsibilities

  1. Executive Administrative Support: Provides executive-level support to assigned senior leadership.  Tasks include but are not limited to:
  • Heavy calendar management
  • Significant international and domestic travel arrangements
  • Composing, preparing, editing correspondence – not only to and within the company organization, but often with outside executives or directors, government officials, news media, etc.
  • Department invoicing and light budget work
  • Expense report preparation and credit card statement reconciliation
  • Acting as primary liaison between internal and external contacts when coordinating meetings and events.
  • Coordinating sign-offs and approvals needed from executives by various folks across the organization – finding a way to provide access without letting calendars or timelines get bogged down; sometimes requiring creative problem solving
  • Partnering closely with each executive to ensure they are well informed of upcoming commitments and responsibilities, and following up as needed
  • Screens incoming calls, receives and routes mail, and responds to general requests for information on behalf of each executive, where appropriate
  • Provides clear and direct communication between each executive and their staff; demonstrates leadership to gain and maintain credibility, trust, and respect of all employees
  • Coordinates and schedules internal meetings and department events, create meeting agendas and follow-up meeting notes, as needed
  • Creates or edits PowerPoint presentations, as needed
  • Develops and maintains solid working relationships with other administrative assistants, both domestically and globally in offices around the world
  • Other duties as assigned
  1. Board of Director Meetings / Offsite Meeting Planning: Organizes and manages the logistics for quarterly in-person Board Meetings, requiring frequent interaction with external board directors and Company   Also responsible for leading the planning effort for any off-site Board meetings as deemed necessary (e.g. recent Board Meeting in Frankfurt Germany).
  • Conducts site inspections and determines appropriate venues / facilities (i.e., hotels), caterers, ground and air transportation, etc…, negotiates cost-effective contracts with all associated vendors
  • Manages the meeting’s payment schedules and budget
  • Prepares meeting agendas, coordinates food and beverage for each meeting, and communications regarding the meetings, and prepares calendar invitations for each meeting
  • Coordinates logistics and travel for several Board Directors around the meetings
  • Produces presentations for the event, and coordinates any outside speakers, presenters or guests
  1. Senior Leadership Team Coordination: Work with company members, and their respective assistants, to ensure productive business rhythm and prioritization of activities/dialogues.
    • Schedule meetings and coordinate/assemble agenda in advance of meeting, ensuring that each company member’s needs are met and that they are adequately prepared for engagement
    • Attend meetings and take meeting minutes, as needed
    • Work with CFO, the SVP Transformation PMO, and their assistant to ensure all important company deliverables or issues are put in front of CEO and company for fast decision making
  2. Organization & Employee Engagement: Work with CHRO (and CEO as appropriate) to drive an agenda of employee communications and engagement.
    • Participate on the ‘Culture’ team, and play a role in employee engagement events and workstreams
    • Work with CEO and CHRO to establish regular communication events, from Townhall meetings to virtual video updates to small-group fireside chats, with the objective of ensuring senior leadership is accessible to employees are regular, even frequent, basis
    • Ensure global coverage and connection with teams outside the U.S.
  3. Recruitment & Onboarding:  Work with CHRO and company throughout the process of recruitment and onboarding of executive hires.
  • Coordinate interview schedules with the company Candidates and Recruiters
  • Arrange for and process Candidate travel where required
  • Coordinate onboarding of new hires to include assets, office space and scheduling introductory meetings

Competencies

  • Maintains confidentiality and exercises discretion when handling sensitive, highly confidential materials and matters at all times
  • Builds successful and trusting relationships with CEO’s and CHRO’s direct reports
  • Builds successful and trusting relationships with Board Members
  • Builds successful and trusting relationships with other executives and their executive assistants
  • Can represent / respond on CEO’s or CHRO’s behalf during their absence, as appropriate
  • Can adapt quickly to a changing environment or a crisis management situation, keeping the business’ priorities in focus
  • Maintains composure in stressful situations
  • Proficient at and enjoys multi-tasking in role
  • Exhibits professional behavior that creates trust and confidence in his/her abilities
  • Consistently demonstrates a team attitude with a “no job too small” approach to their work
  • Possesses a positive attitude in approach to responsibilities and colleagues
  • Strong attention to detail and follow-up
  • Anticipates executives’ administrative needs; proactively identifies and recommends actions to meet those needs
  • Seeks out additional responsibilities and takes personal initiative to drive positive change
  • Proactively lends support to fellow EA team members for special projects and/or when needed

 Education and Experience Requirements

  • Minimum high school graduate possessing some formalized executive assistant training; Associate’s or Bachelor’s degree preferred
  • Minimum 10 years’ experience supporting multiple senior-level, C-suite executives
  • Experienced interacting and coordinating with a Board of Directors
  • Experience in a global organization with significant international engagement and planning preferred
  • Experience in a consumer products / manufacturing industry beneficial
  • Proven success in managing multiple work assignments, and high degree of complexity
  • Experience with planning and coordinating large internal and external off-site meetings
  • Ability to communicate effectively – in both oral and written communications
  • Experience taking meeting notes and distributing action items with appropriate follow-up
  • Possess an aptitude for new technology
  • Highly proficient in Microsoft Office (Outlook, Word, Excel, PowerPoint, and TEAMS)

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