Executive Assistant to COO and President

Location: Chicago Region

Category: Administrative

Employment Type: Direct Hire

Contact:

Executive Assistant to support the COO and President/GM

Job Responsibilities:

• This role directly supports the COO and the President/GM. The President/GM travels 50-60% of the time and the COO is in the office almost all of the time.

• Provide support to the Executive Level Department Heads, including correspondence and email as requested.
• Manage extensive scheduling of meetings (internal and external), and preparation of meeting materials and arrangements, as needed (e.g. PowerPoint presentations, A/V, food & beverage, etc.).
• Handle booking of travel arrangements and related follow-thru as needed.
• Provide friendly and accommodating service internally and externally to colleagues, clients, partners, prospects, and handle other inquiries as directed.
• Coordinate special events and employee meetings as needed.
• Prepare, file and track business expense reports.
• Special projects as assigned.
• Provide support to IT Department in maintaining/ordering office equipment and tracking all staff-related service requests.
• Update and maintain extensive contacts list.
• Track and manage departmental office expenses as required.
• Administer executive ticket allotments and track game-by-game ticket requests.
• Assist HR as needed in managing company-wide communications to team and staff, as well as mass mailings (e.g. holiday cards, thank you cards, etc.).
• Manage direct report of Receptionist and assign projects as needed.

Game Day Responsibilities:

• Ensure courteous and responsive support to Owner, Executives and their guests.
• Plan and coordinate game-day assignment of suites and ensure all aspects of Owneramp; VIP suite guest experience are handled smoothly cketing, credentials, parking, food and beverage ordering, security, etc.).
• Plan and coordinate any special gifts, arrangements, promotional giveaways, etc. as requested for Owneruite(s) and VIP guest suite(s).
• Coordinate game-day meals for staff and team.

Skills and Experience:

• Proficiency in Word, Excel, PowerPoint, Microsoft Office required
• Four (4) plus years of experience in an Executive Assistant and/or Office Manager role
• Bacheloregree
• Ability to manage multiple tasks in high-energy, fast-paced environment
• Strong organizational skills and habits
• Flexible hours, including weekends (as needed) for game day duties

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