Sr. Executive Assistant

BISSELL, Inc.; Chicago (IL); On-site; USD 65,000 - 85,000; Full time

Job summary

BISSELL, Inc. is seeking an Executive Assistant in Chicago to provide high-level executive support and manage office operations. The ideal candidate will be detail-oriented and proactive, with extensive experience in administrative duties, event planning, and office management, contributing to the company's success.

Qualifications

• Minimum 5 years of experience supporting an executive or in VIP event planning.
• Degree in related field required.
• Highly creative and able to manage multiple projects.

Responsibilities

• Manage active calendar of appointments and daily administrative duties.
• Coordinate travel arrangements and manage communications.
• Plan and organize events while ensuring all logistics are met.

Skills

Functional/Technical Expertise

Global Business Acumen

Self-Management

Learning Versatility

Delivers Results

Judgment and Decision Making

Managerial Courage

Continuous Improvement

Education

Associates Degree

Communications, Advertising, Marketing, Design or related field

Tools

Microsoft Office

Zoom

Adobe Creative Cloud

Workfront

Adobe Experience Manager

Job description

Overview

Our Executive Assistant is a creative, high-energy individual who will provide executive-level assistance and be a primary support person for the Head of Integrated Marketing and related team; as well as managing all aspects of the BISSELL office in Chicago. This dynamic role will provide the highest level of support by proactively managing and prioritizing all incoming and outgoing communications, extensive scheduling and calendar management, maintaining a contacts database, and assisting with events and special projects. The ideal candidate will be highly organized, detail-oriented, and able to anticipate leadership, office, and staff needs in order to provide seamless support that contributes to the company's overall success.

Responsibilities

Executive Support

• Assist the VP with daily administrative duties and provide a broad range of personal and administrative support, including managing an active calendar of appointments.
• Actively monitor schedule and keep the VP informed of all appointments, commitments, and deadlines as well as schedule changes. Leverage shared digital tools to manage and track recurring weekly, bi-weekly, monthly, bi-monthly, quarterly, and yearly meetings on behalf of the VP, and in partnership with other Executive offices; including cadence, attendees, and participation.
• Review upcoming meetings and events to ensure the broader Integrated Marketing teams have all necessary information, including agendas, materials and attendee names and titles.
• Help to plan and coordinate travel arrangements by anticipating needs, communicating schedules, confirming preferences and making necessary arrangements.
• Serve as a primary point of contact to represent both the organization and VP in a positive and professional manner.
• Demonstrate outstanding verbal communication skills as well as strong interpersonal skills.
• Draft internal and external correspondence, such as memos and customer response letters.
• Exhibit exceptional grammar and writing skills with ability to successfully proofread all documents for accuracy.
• Organize, prioritize and manage email, mail, and other correspondence to ensure timely and appropriate responses.
• Provide active support and help to coordinate team events and materials for the organization.
• Manage the flow of information to other staff members and follow up as needed.
• Maintain confidentiality at all times in handling sensitive or confidential information.
• Anticipate needs and follow up on outstanding issues.

Chicago Office Support

• Is the point of contact for the landlord/building, cleaning company, maintenance team and various other suppliers. Responsible for coordinating communication between all parties, ensuring that requests and issues are handled promptly and efficiently. Including scheduling regular maintenance, overseeing cleaning services, addressing landlord concerns and ensure that all operational needs are met.
• Is a leading member of the BISSELL Chicago Safety team and ensures (together with HR and the Safety team a safe working environment).
• Ensures a clean, properly functioning, and healthy working environment in the BISSELL Offices in Chicago. (e.g.: addressing boxes in the hallways, ensuring meeting rooms are always back in their original state, ensuring furniture is in the intended area, receiving visitors, keeping the kitchen area clean incl. emptying, and filling the dishwasher when needed, cleaning the coffee machine and ensuring that the fridge remains clean.)
• Is the point of contact BISSELL catering or supplier catering and ensures a proper quality and cost-efficientfacility. Addressing complaints and be the voice of the BISSELL associates.
• Manage office refurbishments and enhancement projects.
• Ensures systems used throughout the office are properly working. Acts in case there is a malfunction or a need for additional / new facilities (together with IT). (e.g.: Printers, screens, Zoom, Central projections, etc)
• Utilize collaborative digital platforms and digital screens e.g. in the kitchen area to keep team members informed of updates and schedule changes.
• Maintains office calendar – vacations, WFH, meeting/events, visitors, etc, and summarizes issues to leadership, facilities, and/or HR in case of issues or improvements
• Coordinate shipping and tracking of documents and packages.

Global Integrated Marketing Functional & Team Support

• Leads the integrated marketing social & engagement committees, and acts as the owner of team building, social, and team connections across the organization.
• Event Manager for Integrated Marketing & BISSELL Chicago
  • Utilize strong event management skills and be the primary point of contact for all Chicago based events and corporate entertainment in partnership with coordinating Executive office team. Including, managing and organizing offsite meetings and special events to ensure all necessary details are covered with regard to venue, logistics, catering, decor, entertainment, guest lists, dietary preferences, logistics, and any additional details.

Qualifications

REQUIRED CORE COMPETENCIES:

• Functional/Technical Expertise
• Global Business Acumen
• Self-Management
• Learning Versatility
• Delivers Results
• Judgment and Decision Making
• Managerial Courage
• Continuous Improvement

REQUIRED EXPERIENCE/EDUCATION:

• Degree minimum: Associates Degree

• Specific concentration: Communications, Advertising, Marketing, Design or related field

• Experience level: Minimum 5 years of experience supporting an executive, or VIP event planning

SKILLS REQUIRED:

• Proficient in Microsoft Office (Outlook, Word, Excel and PowerPoint) and digital platforms, eg Zoom, Adobe Creative Cloud, Workfront, Adobe Experience Manager etc
• Highly creative, and able to juggle multiple projects at once
• Experience with event planning and demonstrated work with VIP events is a must
• Project management and office/studio/space management experience is desired