Executive Assistant

Company: Careerbuilder-US
Location: Chicago
Posted on: September 25, 2022

Job Description:

COMPANY SNAPSHOT The American Egg Board (AEB) was created by an Act of Congress in 1976 at the request of America's egg farmers, who desired to pool resources for national category-level egg marketing. Home to The Incredible Egg and Egg Nutrition Center, AEB is dedicated to increasing demand for all U.S. eggs and egg products. For more than 40 years, America's egg farmers have supported this mission by funding the AEB. The AEB is 100 percent farmer-funded, and those funds directly support the research, education, and promotion necessary to market eggs. POSITION SUMMARY The Executive Assistant's primary responsibility is to support the CEO/COO and support the entire leadership team as directed to ensure that the Checkoff goals and objectives are accomplished and operations run efficiently. This position will maintain and refine internal processes that support coordinating internal and external resources to expedite workflow, manage communication between the leadership team and employees, and serve as a liaison on various projects and tasks. The Executive Assistant will plan and orchestrate work to ensure the leadership team priorities are met, organizational goals are achieved, and best practices are upheld. Given the changing nature of the executive leadership landscape, the Executive Assistant will need to have flexibility and foresight, while maintaining confidence related to high-level systems and operations. ESSENTIAL FUNCTIONS

• Serve as the primary support function for the Leadership Team, helping with planning and scheduling meetings, shipping and ordering materials, making travel arrangements, and other duties as assigned by a Leadership Team member.
• Assist the Leadership Team with special development projects and events, including communicating goal expectations and metrics, gathering ideas, and developing those ideas into draft communications.
• Prepare all board reports, strategic documents, public communications, Powerpoint presentations for Executive Team for meetings with internal and external constituencies.
• Respond to general email inquiries and phone calls, ensuring effective communications internally and externally to maintain the professional image of the American Egg Board.
• Manage select relationships with vendors and service providers.
• Assist with Salesforce database input and maintenance of information.
• Maintain employee directory, board directory, industry calendar & other shared internal files.
• Assist with managing board meeting preparation and other event support as needed, including the White House Easter Egg Roll, AEB spring board meeting, and AEB annual joint meeting.
• Work independently and within a team on special non-recurring and ongoing projects.
• Serve as the primary point of contact for the CEO/COO via telephone, e-mail, and in person with key internal and external stakeholders.
• Manage, monitor, and arrange the CEO/COO calendar, participation in meetings/conference calls, events, and other activities.
• Draft and prepare correspondence for CEO/COO. Coordinate and prepare materials/presentations for CEO/COO for meetings and events. Draft and prepare meeting summaries/minutes. Attend meetings as needed to facilitate next steps to organize the team.
• Prepare travel arrangements for CEO/COO and leadership team, and process invoices, check requests, and expense reports.
• Assist the VP, Outreach, Experience & Admin with building company.
• Assist Leadership Team members with special projects.
• Organize for a weekly meeting with the CEO to debrief on staff project requests/needs, upcoming travel, and overall preparation for weekly deliverables.
• Assist COO in organization and preparation for annual audits by organizing contracts and facilitating requests to AEB team members to prepare needed documentation.
• All other duties as assigned.QUALIFICATIONS To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed are representative of the knowledge, skill and ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. In addition, the following qualifications will be needed:
  • A Bachelor's degree in business administration or a related field is preferred.
  • Five years of progressive communications, event planning, or administrative experience.
  • Five years of previous experience working in an office environment, performing administrative duties, and providing support to management.
  • Demonstrated track record of accomplishments.
  • Strong desire to learn, collaborate and engage with colleagues to understand their individual projects and initiatives.
  • Willingness to represent the organization and share detailed knowledge of AEB's current work.
  • Excellent written, verbal, and interpersonal communication skills, including comfort with public speaking/presentations.
  • Excellent time management skills with a proven ability to meet deadlines.
  • Ability to manage multiple projects simultaneously and independently; willingness to wear "many hats" and adapt as organizational priorities change.
  • Strong interpersonal skills and a demonstrated capacity to work as part of cross-functional teams.
  • Exceptional organizational and prioritization skills with meticulous attention to detail.
  • Proactive problem solver with exceptional communication skills.
  • Ability to function well in a high-paced and at times stressful environment.
  • Ability to be available after hours when needed to accommodate CEO/COO schedule in different time zones
  • Intermediate to advanced knowledge of Microsoft Office products.
  • Passion to be part of an iconic and energetic organization!HYBRID OFFICE Employees will be required to spend 45% of their employment time in the Chicago office. Business travel will be counted towards this 45%. TRAVEL This position requires approximately 20% travel, including outside the local area and overnight.

Keywords: Careerbuilder-US, Chicago , Executive Assistant, Other , Chicago, Illinois