Hybrid Executive Assistant to Four Executives

C-SUITE ASSISTANTS; Long Grove (IL); Hybrid; USD 60,000 - 76,000; Full time

Benefits offered by this job

Medical insurance

Dental insurance

Vision insurance

401(K)

Paid vacation

Job summary

C-Suite Assistants is seeking an Executive Assistant in the United States to support four executives in a hybrid role (four days in office, Fridays remote). You will manage meetings, travel, onboarding, SAP purchasing, budget tracking, event planning, and front office operations.

The ideal candidate has 5+ years of administrative experience, proficiency in SAP and MS Office, and strong communication skills. BA/BS is a plus. Benefits include medical, dental, vision, 401K, and paid vacation.

Qualifications

• Minimum 5 years of administrative experience.
• BA/BS degree preferred.
• Experience with SAP, SharePoint or CRM is a plus.
• Excellent Microsoft Office skills (Word, Excel, PowerPoint, Outlook).
• Ability to create Excel spreadsheets.
• Flexible team player who can step in as needed.
• Strong written and verbal communication skills.

Responsibilities

• Arrange and manage monthly meetings and agendas; upload presentations to SharePoint.
• Coordinate travel arrangements for executives.
• Schedule interviews and communicate with candidates and recruiters.
• Oversee onboarding tasks and workspace readiness.
• Create purchase orders in SAP and track requisitions.
• Review cost center spending vs. budget.
• Support trade show logistics and promotional materials.
• Plan internal employee events.
• Open lines of communication with customers for price notifications.
• Manage front office desk, deliveries, and visitors.
• Sort mail and handle packages; coordinate courier pickups.
• Coordinate vendor work orders and invoice/purchase order processing in SAP.
• Act as site safety focal point for office.
• Order catering for meetings and maintain office supplies.
• Review facility and safety information quarterly to keep it up to date.

Skills

Microsoft Office

Excel

PowerPoint

Outlook

Communication skills

Team player

Administrative support

Education

BA/BS degree

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.
• Reviewinformation 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 Vacation