Description |
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City Staffing is always looking for qualified Executive Assistants to support high level executives at some of Chicago's incredible corporations and non-profits.
Specifically, the Executive Assistant Will:
- Manage and maintain Outlook calendars to ensure the executive is organized, prepared, and their time is well spent;
- Produce high-quality documents, including correspondence, mail merges, reports, memos, meeting agendas and minutes, PowerPoint slideshows, budget plans, and spreadsheet presentations;
- Receive and screen calls, mail, and visitors, responding directly when appropriate, or identifying the correct manner of response;
- Attend and work events, which sometime require time beyond the hours of the customary work day;
- Enter and update customer and donor information in database;
- Track expenses and complete Expense Reports; code invoices for approval and route to Accounting; generate accounts payable vouchers, purchase orders as needed; and maintain Petty Cash Fund for Administration use;
- Maintain a filing system and coordinate with archives and perform general clerical duties such as photocopying, processing mail, filing, ordering supplies and equipment, housekeeping, ordering floral arrangements and other gifts, etc. as requested;
- Serve as recording secretary at meetings upon request;
This candidate should possess the following:
- A college degree and at least five years of prior upper-level executive assistance experience with professional administrative training strongly preferred;
- Excellent written and oral communication skills;
- Demonstrated ability to be adaptable, flexible, and handle multiple tasks simultaneously;
- 100% fluency with MS Office products including Word, Excel, PowerPoint and Outlook; and web communications;
- Use of personal vehicle to off-campus errands on occasion and the physical ability to walk frequently around the Garden to run errands, deliver materials, set up for events, and endure long periods of standing at events;
- Demonstrated organizational skills, project coordination experience, proven problem solving, decision making and interpersonal skills;
- Experience providing complex confidential administrative support in a high-profile environment;
- Proven ability to work well in teams and with all levels of internal management and staff, as well as outside clients, donors, vendors, and the press;
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