Administrative Assistant

UZIN UTZ North America; Aurora (IL); On-site; USD 45,000 - 65,000; Full time

Job summary

A leading manufacturer in flooring installation systems is seeking an Administrative Assistant to provide high-level support to the VP of Sales. This role is critical for ensuring smooth office operations through effective communication and organization of tasks. The ideal candidate should possess strong attention to detail and excellent interpersonal skills, making a positive impact on the executive team’s efficiency.

Benefits

Competitive salary and comprehensive benefits program

401(k) Plan with Employer Match

3 Weeks of Paid Time Off (PTO) Annually

11 Paid holidays for 2025

Qualifications

• 2+ years experience in executive or administrative assistant roles.
• Proven ability to maintain professionalism under pressure.
• Ability to handle confidential information with discretion.

Responsibilities

• Manage and coordinate the VP of Sales’ calendar with strategic priorities.
• Draft and format correspondence, presentations, and reports.
• Arrange travel logistics including flights, lodging, and itineraries.

Skills

Organizational expertise

Communication skills

Attention to detail

Problem-solving

Education

Associates or Bachelor’s degree in Business Administration

Tools

Microsoft Office Suite

Job description

Join Our Team as an Administrative Assistant!

Who We Are Looking For:

We are seeking anAdministrative Assistantto provide high-level administrative and clerical support to support the VP of Sales. This role ensures smooth operations by managing executive calendars, facilitating communication, and supporting critical cross-functional projects.

Why You Should Apply:

We believe in fostering a diverse and inclusive workplace where every voice is heard and valued. If you’re ready to bring your organizational expertise to a pivotal role in our executive sales office, we’d love to hear from you!

Who We Are:

Uzin Utz North America, Inc. is a leading manufacturer of flooring installation systems and serves as the North American subsidiary of Uzin Utz SE, based in Ulm, Germany. Founded in 1911, Uzin Utz SE is a fourth-generation family-owned company and a global producer of comprehensive product systems for the preparation, installation, and maintenance of all types of floor coverings.

In the United States, Uzin Utz North America offers its products under the renowned UZIN, WOLFF, and PALLMANN brand names, delivering industry-leading solutions for flooring professionals.

Position Overview

The Administrative Assistant will provide high-level administrative support to the VP of Sales – UZIN (USA), serving as a critical point of contact for internal and external stakeholders. This role requires a polished professional who is detail-oriented, anticipatory in approach, and confident in communication. The ideal candidate excels at managing competing priorities with diplomacy and follow-through, contributing to the smooth operation of the office and supporting strategic initiatives.

Primary Responsibilities

• Proactively manage and coordinate the VP of Sales’ calendar, ensuring scheduling aligns with strategic priorities and anticipating potential conflicts or upcoming needs.
• Schedule and coordinate internal and external meetings, calls, and appointments with professionalism and efficiency.
• Arrange complex domestic and international travel logistics, including flights, lodging, transportation, and itineraries; provide timely updates and contingency plans.
• Serve as a courteous but assertive gatekeeper, screening calls, managing email correspondence, and prioritizing requests for access or information.
• Draft, proofread, and format correspondence, presentations, reports, and memos with a strong attention to accuracy, tone, and clarity.
• Prepare and distribute meeting materials; coordinate agendas, take meeting minutes, and ensure timely follow-up on action items.
• Maintain well-organized digital and physical filing systems to support quick retrieval and long-term documentation.
• Support cross-functional initiatives and special projects on behalf of the VP of Sales, ensuring deadlines are tracked and stakeholders are informed.
• Monitor open tasks and follow up with relevant parties to ensure timely completion and alignment with objectives.
• Demonstrate a proactive mindset by anticipating the VP’s needs and preparing materials or information ahead of schedule.
• Greet and assist visitors with professionalism and warmth, ensuring a positive first impression for the organization.
• Provide exceptional service and support to internal team members and external business partners, maintaining a composed and respectful tone in all interactions.
• Track data and enter information into spreadsheets or systems accurately and in a timely manner.
• Coordinate logistics for team events, trade shows, conferences, and trainings, including venue selection, registration, and material preparation.
• Ensure key stakeholders are informed of developments, decisions, or issues requiring attention, using sound judgment in escalation and communication.

Education/Experience

• Preferred:Associates or Bachelor’s degree in Business Administration, Communications, or a related field preferred; equivalent work experience may be considered in lieu of formal education.
• 2+ years of experience in an executive or administrative assistant role, or in a similar position requiring high levels of coordination, discretion, and follow-through.
• Proven ability to deliver high-quality work under pressure, with tight deadlines and frequent interruptions, while maintaining accuracy and professionalism.
• Demonstrated proficiency in Microsoft Office Suite, including Word, Excel, Outlook, and PowerPoint; experience using Teams, Zoom, or other communication tools is a plus.
• Excellent written and verbal communication skills, with a concise, polished style suitable for executive-level correspondence and presentations.
• High degree of organizational and time management skills, with the ability to prioritize tasks, manage competing demands, and meet deadlines without oversight.
• Strong attention to detail and accuracy, with the ability to identify errors, inconsistencies, and opportunities for improvement.
• Adept at anticipating needs, proactively preparing materials and logistics to support smooth workflows and executive preparedness.
• Ability to maintain strict confidentiality when handling sensitive information, exercising sound judgment in all matters.
• Professional and composed demeanor in person, via phone, and in virtual communications, representing the organization with courtesy and credibility.
• Collaborative, team-oriented mindset with a flexible and congenial work style, adaptable to a fast-paced and evolving environment.
• Strong problem-solving and follow-up skills, able to take initiative and resolve issues independently or through appropriate channels.

Travel:Up to 10%

• Competitive salary and comprehensive benefits program
• Medical/Dental/Vision Insurance– with generous employer cost share
• Employer Paid Life, Short-term and Long-term Disability Insurance
• Accident, Hospital Indemnity, Supplemental Life Insurance Options
• 401(k) Plan with Employer Match and 100% vesting
• 3 Weeks of Paid Time Off (PTO) Annually
• 11 Paid holidays for 2025

Uzin Utz North America is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees.

** Due to the high volume of applications, only those qualified for the position will be contacted **

Note: This job description is not intended to be all-inclusive. Employee may perform other related duties as required, to meet the ongoing needs of the organization.

Notice to recruitment agencies:

UUNA does not accept unsolicited CVs/Resumes. Please do not forward CVs/Resumes to any UUNA employee, location, or website. UUNA is not responsible for any fees related to unsolicited CVs/Resumes.