Administrative Assistant II

Lake County, IL, US
Sep 28, 2018
Administration, General
Required Education
High School or equivalent
Position Type
Full time
This position provides high-level administrative support to the Vice President of Corporate Staffs & Employee Relations. The AA will also serve as a liaison to the executive leadership team, monitors and responds to emails, heavy scheduling, calendar meetings, and oversees special projects regarding the VP of Corporate Staffs office. This position must be able to interpret and respond to requests and decide whether executive should be notified of important or emergency matters as needed. Independent judgement is required to plan, prioritize, and organize a diversified workload.

    Provides advanced administrative support to VP level or equivalent including answering phones, and scheduling couriers, processing expense reports, creating or revising business documents, preparing presentations from source materials, handling teleconferences, Web Ex and iPhone/Galaxy phone setups, managing billing, compiling meeting materials and other similar matters. May provide backup support to other staff as needed. Monitors and prioritizes executives email, highlights actions and routinely authors responses. Coordinates and maintains departmental files, as assigned, in compliance with corporate and legal guidelines. Follows company purchasing and other established procedures. Coordinates new employee office setups and onboarding. Exhibits executive presence and communication skills. Professionally interacts with high level executives. Manage communications with cross-functional stakeholders. Prepares and writes correspondence for Corporate staff function projects and teams. Responsible for mitigating and resolving issues involving multiple priorities. Proactively identifies and resolves scheduling conflicts. Consistently handles confidential or business-sensitive information. Maintains and manages calendars, including meeting and travel scheduling and domestic and international travel arrangements. Works directly with the Vice President, BHR Corporate Staff and U.S. Employee Relations and their direct staff to develop agendas for corporate staff meetings and further HR projects and strategies. Work closely with executive assistants to ensure coordination of meetings and events in support of the Corporate Staff functions.

    Minimum 3 years of administrative assistant related experience. High School diploma or equivalent. Experience providing support to a VP level or equivalent. Intermediate to advanced knowledge of Microsoft Office Suite, Outlook, Adobe Acrobat, understanding of business processes and requirements. Self-starter able to function at a high level with general instruction. Builds strong relationships with peers and cross-functionally with partners outside of assigned group as necessary to enable effective and efficient Legal team operations. Team-oriented, can-do attitude and desire to be productive contributor to overall organization. Learns quickly and can change course quickly when needed. Open to suggestions and innovation for improvement. Professional demeanor and ability to maintain confidentiality.

Equal Opportunity Employer Minorities/Women/Veterans/Disabled

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