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Executive Assistant and Office Manager

Company: Numerator
Location: Chicago
Posted on: February 16, 2020

Job Description:

As an Executive Assistant and Office Manager at Numerator, you will provide tactical administrative support and strategic partnerships to our Chief Product Officer, Chief Operations Officer and Chief Marketing Officer, while managing day to day office operations in our Chicago Headquarters. Responsibilities:

  • Be a strategic partner and execute calendar management functions - including adding, canceling, and editing meeting requests, as well as ensuring timing and logistical details are in place
  • Plan and coordinate external facing meetings, which may include cross-functional teams and outside vendors
  • Research and compile briefing documents in preparation for meetings and interviews
  • Maintain an efficient flow of information between all levels - including internal and external contacts on a wide spectrum of plans and priorities
  • Review, proofread, and format all correspondence to ensure accuracy, consistency, and completeness
  • May attend staff meetings to take notes and follow-up on outstanding agenda items
  • Assist in document management, compilation, distribution, and storage
  • Provide coverage for other Executive Assistants
  • Be a sounding board, confidant, and conduit to keep the executives well-informed and help facilitate his/her decision-making
  • Communicate on the executives behalf by email, text, or chat under their guidance
  • Perform total travel coordination - including air and ground transportation, hotel reservations, visas, and other travel documentation
  • Plan and coordinate enterprise-wide meetings, team meetings, off sites, internal events, and all related logistical and budget requirements
  • Complete expense reports for executives
  • Act as a team expert and go-to-person for general requests and questions, and be a keeper of all team resources
  • Initiate administrative processes for efficiency and draft team playbooks and procedures
  • Be available and responsive to the global nature of the business
  • Maintain a professional, organized, well stocked and clean office and assist with office build outs and re-designs
  • Manage the Office Coordinator and act as a liaison between employees and the office of the building
  • Minimum of 7 years executive administrative support experience in a fast-paced and growing professional environment
  • Exceptional verbal, written and interpersonal communication skills
  • Advanced organizational skills and multi-tasking ability with strong attention to detail
  • Proficiency with office applications - including Google Suite (Gmail, Docs, Sheets, Hangouts, Drive, etc.), and the MS Office Suite
  • High energy and passion for the role, and for helping others
  • A self-starter who can work autonomously and as part of a team
  • Comfortable taking direction from others and dealing with ambiguity/changing business needs
  • Highly trustworthy; operates with complete and total discretion when required
  • Experience negotiating and maintaining office vendors and contracts is highly preferredWe are an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability status, protected veteran status, or any other characteristic protected by law.
    • Minimum of 7 years executive administrative support experience in a fast-paced and growing professional environment
    • Exceptional verbal, written and interpersonal communication skills
    • Advanced organizational skills and multi-tasking ability with strong attention to detail
    • Proficiency with office applications - including Google Suite (Gmail, Docs, Sheets, Hangouts, Drive, etc.), and the MS Office Suite
    • High energy and passion for the role, and for helping others
    • A self-starter who can work autonomously and as part of a team
    • Comfortable taking direction from others and dealing with ambiguity/changing business needs
    • Highly trustworthy; operates with complete and total discretion when required
    • Experience negotiating and maintaining office vendors and contracts is highly preferredWe are an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability status, protected veteran status, or any other characteristic protected by law.

Keywords: Numerator, Chicago , Executive Assistant and Office Manager, Executive , Chicago, Illinois

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