Hybrid Executive Assistant

C-Suite Assistants; Buffalo Grove (IL); Hybrid; USD 75,000 - 90,000; Full time

Benefits offered by this job

Medical benefits

401(k) plan

Paid time off

Job summary

The executive support role is with a global manufacturing company and requires proactively coordinating calendars, travel, onboarding, and supplier interactions across four executives.

You will manage POs in SAP, monitor budgets, assist with events and meetings, and ensure smooth front-desk operations. Strong MS Office and communication skills are essential.

Qualifications

• Minimum of 5 years of administrative experience.
• Bachelor’s degree is a plus.
• Experience with SAP, SharePoint, or CRM is a plus.
• Excellent MS Office skills and ability to create Excel spreadsheets.
• Strong written and verbal communication.

Responsibilities

• Arrange and manage monthly meetings, create agendas, manage meeting flow, upload presentations to SharePoint.
• Coordinate and manage travel arrangements.
• Schedule interviews with candidates, recruiters, and employees; arrange travel when needed.
• Complete onboarding tasks: computer orientation, intro meetings, group invites, workspace readiness.
• Create purchase orders in SAP; track requisitions and orders for reference.
• Review cost center spending and track against budget.
• Trade show support: ordering and shipping materials.
• Plan internal employee events.
• Send out customer price notifications.
• Manage facility front desk; greet visitors and receive deliveries.
• Sort mail, log deliveries, and distribute packages; handle FedEx preparations.
• Coordinate and manage vendors: work orders, timing, completion; invoice and SAP PO.
• Act as site safety focal point for office workers.
• Coordinate and order catering for meetings.
• Order supplies and maintain supply area.
• Review information quarterly to keep facility and safety info up to date.

Skills

Administrative experience

MS Office proficiency

Communication skills

Team player

Excel spreadsheets

Education

Bachelor’s degree (BA/BS) preferred

Tools

SAP

SharePoint

CRM

Job description

A global manufacturing company that has been in operation for over 50 years is looking for an Executive Assistant to support 4 executives. The role is hybrid-4 days in office, Fridays remote.

About the Job

• Arrange and manage monthly meetings, create agendas, manage meeting flow, upload presentations to SharePoint
• Coordinate and manage travel arrangements
• Liaise with candidates, recruiters, and employees to schedule and coordinate interviews, including travel planning when needed.
• Manage onboarding tasks including: computer orientation on day one, scheduling intro meetings, sending upcoming group meeting invites, ensure workspace is ready, etc.
• Create purchase orders in SAP, track requisitions and orders for future reference
• Review cost center spending report and track spending vs. budget.
• Trade Show Support: ordering and shipping trade show and / or promotional materials.
• Event planning: internal employee events
• Send out customer price notifications
• Manage facility front office desk, answer doorbell and receive deliveries (front door and dock) and visitors as needed.
• Sort mail, log deliveries and distribute packages, FedEx package/label preparation and pickup arrangements
• Point of contact vendors: submit work orders; coordinate timing and completion; invoice management; and purchase order creation in SAP
• Act as site safety focal point for office workers.
• Coordinate and order catering for business meetings as needed
• Order supplies for office and maintain supply area.
• Review information quarterly to ensure facility and safety information is up to date

About You

• Minimum of 5 years of administrative experience
• BA/BS from a college or university a plus
• Experience using SAP, SharePoint, or CRM a plus
• Excellent Microsoft Office skills (Word, Excel, PowerPoint and Outlook)
• Able to create Excel spreadsheets
• Flexible team player, willing to step in and assist as needed.
• Strong communication skills: written and verbal

Salary, Benefits (medical, dental vision), 401K, Paid Vacatio

Hours: 7:30 AM-4:00 PM