Executive Administrative Assistant

Fellowes Brands; Itasca (IL); On-site; USD 80,000 - 90,000; Full time

Job summary

Fellowes Brands in Itasca, IL is seeking an Executive Administrative Assistant to support the Chief Operations Officer and senior leaders. You will manage calendars, coordinate travel, draft correspondence, and help prepare presentations while handling confidential matters with discretion.

The role emphasizes proactive problem-solving, relationship-building, and aligning executive time with strategic priorities.

Qualifications

• 5+ years of experience supporting C-level or senior executives in a fast-paced, high-responsibility environment.
• Bachelor’s degree or an equivalent combination of education and relevant experience.
• Demonstrated ability to exercise sound judgment and make independent decisions.

Responsibilities

• Proactively manage executive’s calendar, scheduling conferences, appointments, and meetings.
• Handle all travel arrangements for executive(s).
• Composes correspondence requiring knowledge of executive’s views and policy content.
• Notes commitments made by executive during meetings and arranges for implementation.
• Summarizes meeting content to assist executives and highlights important parts.
• Anticipates ways to save executive time and manages confidential information.
• Coordinate PCard expense administration and procurement-related activities.
• Onboard new hires and manage onboarding logistics.
• Coordinate special meetings and large company-wide events.

Skills

Executive support

Calendar management

Travel coordination

Written communication

Verbal communication

Stakeholder relations

Multitasking

Confidentiality

Education

Bachelor's degree or equivalent

Tools

Oracle

Job description

Description

Our most important asset is our people. Who we are, what we do, how we do it and why we are passionate are all centerpieces of why we succeed.

Description

Our most important asset is our people. Who we are, what we do, how we do it and why we are passionate are all centerpieces of why we succeed.

We Are Proud To Be Recognized

• Among America’s Best Midsize Employers by Forbes in 2021, 2022 and 2024
• As a Chicago Tribune Top Workplace for four consecutive years (2021-2025)

Role Summary

As the Executive Administrative Assistant, you will be reporting to the Chief Operations Officer and offering additional support to the General Manager, Interiors and the General Manager, Business Products. This role will relieve the executives of administrative functions in order to increase the time an executive has available for executive level responsibilities. Continually works in building a partnership with senior level executives to accomplish this goal. The Executive Administrative Assistant handles a variety of complex situations and conflicts involving the clerical and administrative functions of the office that do not require the attention of the executive. Uses considerable judgment and initiative to determine the approach or action to be taken in routine situations.

In This Role, You Will

• Proactively manage executive’s calendar, scheduling conferences, appointments, and meetings. Resolve and prioritize scheduling conflicts, by establishing appointment priorities, or rescheduling / refusing appointments or invitations.
• Handle all travel arrangements for executive(s).
• Composes correspondence requiring knowledge of executive’s views, philosophy, and some understanding of technical matters; may sign for executive when technical or policy content has been authorized.
• Notes commitments made by executive during meetings and arranges for implementation.
• Summarizes the content of incoming materials, specially gathered information, or meetings to assist executive; draws attention to important parts or conflicts.
• Locates and attaches related documents to correspondence which require the personal attention of the executive.
• Reads outgoing correspondence for executive approval and alerts writers to any conflict with the file or departure from policies or executives viewpoints; gives advice to resolve the problem.
• Anticipates ways in which executive time may be saved.
• Handles many details of a confidential nature, and performs administrative functions based on understanding of company policy, executives views and philosophy.
• Reads and routes incoming mail and email in some cases answers calls for executive, fielding them in the appropriate manner.
• Anticipates and prepares materials needed by executive for conferences, correspondence, appointments, meetings, telephone calls, etc.
• Prepares special or one-time reports, summaries, or replies to inquiries, selecting relevant information from a variety of sources.
• Assists in preparation & creation of presentations.
• Coordinate PCard expense administration
• Manage procurement-related activities, including supplier onboarding, Oracle purchase order creation and processing, and vendor documentation management.
• Coordinate new hire onboarding, including onboarding schedules, ticket submissions, first-day logistics, and team-building activities.
• Responsible for coordination of special meetings and events, including global meetings, employee engagement initiatives, fund raising campaigns, and large company-wide functions.
• Acts as a mentor to peers.
• In executive's absence, ensures that requests for action or information are relayed to the appropriate staff member. As needed, interprets requests and helps implement action, decides whether executive should be notified of important or urgent matters.
• Demonstrates organizational, time management and multi-tasking skills.

What You Bring To The Team

• 5+ years of experience supporting C-level or senior executives in a fast-paced, high-responsibility environment.
• Bachelor’s degree or an equivalent combination of education and relevant experience.
• Demonstrated ability to exercise sound judgment, make independent decisions, and handle matters of significance with minimal supervision.
• A proactive, solutions-oriented approach with the ability to anticipate needs, identify potential issues, and take initiative.
• Strong organizational and time-management skills, with the ability to manage multiple priorities and adapt to changing business needs.
• Proven ability to build strong, collaborative relationships across all levels of the organization.
• A continuous improvement mindset and commitment to identifying more efficient and effective ways of working.
• Strong drive for results with a high level of accountability, follow-through, and attention to detail.
• Proven ability to handle sensitive and confidential information with discretion and a high degree of professionalism.
• Strong written and verbal communication skills, with the ability to communicate effectively with senior leaders, employees, and external partners.

The hiring range for this position in in Itasca, Illinois is $80,000 - $90,000 per year. The base pay actually offered will take into account internal equity and also may vary depending on the candidate’s geographic region, job-related knowledge, skills and experience, among other factors. An annual incentive may be provided as part of the compensation package, in addition to a full range of medical, financial and/or other benefits, dependent on the level and position offered. An overview of our benefits offering is available here:Fellowes Benefits Overview.

Fellowes Brands - A Family Business Since 1917

For over a century, Fellowes has been committed to positively impacting people through our culture, relationships and solutions. We have evolved toward relevance with each decade and generation, responding to a constantly changing world. Today, we are on an ambitious journey to grow our influence and impact in enhancing and maximizing work experiences worldwide. We are a “Brand on the Move” and remain committed to finding new ways to help people work better and feel better.

Visit our Careers Site: www.fellowesbrands.com/us/en/careers/Pages/overview.aspx

All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran.

Fellowes, Inc. does not accept unsolicited resumes from any agencies that have not signed a mutual service agreement. All unsolicited resumes will be considered Fellowes' property, and Fellowes will not be obligated to pay a referral fee. This includes resumes submitted directly to hiring managers without contacting the Talent Acquisition Department.