Executive Administrative Assistant

UTLX

As a part of the global industrial organization Marmon Holdings—which is backed by Berkshire Hathaway—you’ll be doing things that matter, leading at every level, and winning a better way. We’re committed to making a positive impact on the world, providing you with diverse learning and working opportunities, and fostering a culture where everyone’s empowered to be their best.

BASIC REQUIREMENTS:

Hybrid role (minimum 4 days in the office) based in Chicago, IL, with the ability to travel up to 15%

Candidates must be eligible to work in the US without visa sponsorship now or in the future.

POSITION SUMMARY:

The Executive Administrative Assistant provides administrative support in a well-organized and timely manner to the President and members of Senior Leadership Team. The individual will perform a variety of tasks related to the executives’ working life which includes schedule management, administrative responsibilities, event planning, and communication. Responsibilities may include prioritizing emails and phone calls, gathering documents to prepare for meetings and coordinating travel arrangements. The individual will also be responsible for coordinating on-site visits, off-site meetings, live and virtual Town Halls and communicating on behalf of the executives. The individual will be exposed to confidential company and individual information, so they will need to operate with appropriate professionalism and discretion.

PRIMARY RESPONSIBILITIES

• Providing administrative assistance, such as writing and editing documents, drafting correspondence, and preparing communications on the executive’s behalf.
• Maintaining comprehensive and accurate records related to assigned programs.
• Organizing meetings, including scheduling, sending reminders, coordinating catering and on-site management of meetings.
• Leads the planning and execution of internal events for the leadership team, overseeing all aspects of on-site and off-site activities, including logistics, scheduling, vendor coordination, and venue arrangements.
• Organizing and welcoming visitors in a polite and professional manner.
• Managing the executives’ calendars, including making appointments and prioritizing the most sensitive matters.
• Preparation and support in creation of reports and presentations.
• Managing travel arrangements for executive team as well as visitors, when required.
• Special projects as required which may include obtaining information, solving problems, and prioritizing tasks to support the Executive team.

SKILLS & SPECIFICATIONS

• Productive time and task management skills

• Professional verbal and written communication skills
• Strong organizational skills and ability to productively switch to multiple tasks
• Problem-solving and decision making
• Proactivity and self-direction
• Positive and professional interpersonal skills
• Proficient to expert level knowledge and skills in using Microsoft Office Suite (e.g., PPT, Excel, Outlook, Teams, etc.)

EDUCATION / EXPERIENCE / QUALIFICATIONS

• Requires a minimum of a high school education. Additional college education is preferred.
• Minimum 5 years of previous administrative experience supporting executive level positions (e.g., Executive Officers, President, Vice President, etc.)
• Demonstrated experience with the Microsoft Office suite (e.g., PPT, Excel, Outlook, Teams, etc.)
• Demonstrated experience in learning and using new and company-specific digital systems.
• Hybrid role (minimum 4 days in the office) based in Chicago, IL, with the ability to travel up to 15%

Please note the duties listed are not set forth for purposes of limiting the assignment of work. They are not to be construed as a complete list of the many duties normally to be performed under a job title or those to be performed temporarily outside an employee's normal line of work. Duties, responsibilities, and activities may change at any time with or without notice.

Pay Range:

We offer a comprehensive benefits package that may include medical, dental, vision, 401k matching, and more!

Following receipt of a conditional offer of employment, candidates will be required to complete additional job-related screening processes as permitted or required by applicable law.

We are an equal opportunity employer, and all applicants will be considered for employment without attention to their membership in any protected class. If you require any reasonable accommodation to complete your application or any part of the recruiting process, please email your request to [email protected], and please be sure to include the title and the location of the position for which you are applying.