Executive Administrative Assistant & Office Manager

Description

Oversee all day-to-day functions of the office to ensure smooth operation of the workplace, including:

• Act as liaison with the building, for maintenance, repairs, invoice processing, etc.
• Manage incoming and outgoing mail, including sorting mail, managing postage machines, coordinating with Fed Ex and UPS, etc.
• Ensure seamless access for visitors (in conjunction with building security)
• Manage contracts with external vendors
• Manage relationships with all external vendor and ensure timely repair/replacement when needed: vending machine, coffee maker, filtered water machine, Comcast, etc.
• Maintain supplies in the kitchen - restocking, cleaning and filling coffee machine, and generally keeping the kitchen and common areas tidy and neat
• Manage and monitor the operational budget. Process all office-related expenses
• Manage office supply inventory
• Respond to employee inquiries, as necessary
• Assists with the corporate transit program through Health Equity
• Assist in the planning and execution of employee happy hours, parties, etc.
• Fulfill catering and/or meeting requests for client meetings, as appropriate

Formalize a supplemental onboarding program for new hires specifically for Chicago-based employees. In addition to providing an office and building tour, I will create new hire information packet to include items such as:

• Key contact list
• One Two Pru amenities including:
  • Fitness Center application and info
  • Shuttle info
• Discounted parking application and info
• Emergency evacuation plan & first aid kit location
• Give new hire employees a tour of the building, assign cubicles/offices, and ensure cubes and offices are cleaned out upon employees departure from the organization
• Issue badges to new hires and collect badges from exiting employees
• Coordinate orientation with relevant team/department leads for all new hires
• Provide supplemental training on Workday and Concur for employees who may need additional instruction
• Weekly or monthly round up email to staff to share all relevant Chicago-based brand information with the intention of increasing cohesiveness among employees and awareness of the brands based in Chicago. Information will include items such as:
  • New hires
  • Staff anniversaries
  • Brand events
  • Accolades/awards for each brand
• Relevant building updates from the building management team
• Work with brand leads on identifying gaps/areas for process improvement within the brand and implement solutions for greater efficiency
• Work with brand leads on planning and execution of company-sponsored gatherings as well as partner events in the office.

Executive Assistant Duties: Support Brand Presidents, Jim Kirk and Dan Peres with their administrative needs.

• Manage calendars and arrange meetings with staff and/or clients, etc.
• Manage and submit expenses via Concur
• Manage and book travel as required
• May answer the office phone as directed
• Other duties as assigned

This position is exempt under the Fair Labor Standards Act and is not eligible for overtime pay.

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About Crain Communications: 

Crain Communications is a leading business news and information company with a portfolio of 24 media brands that provide indispensable coverage and data for professionals globally and across sectors, including advertising, automotive, finance, healthcare, staffing, and workforce solutions. Many of Crain’s brands are the most influential media properties in the industries and communities they serve, including Ad Age, Automotive News, Pensions & Investments, Modern Healthcare, Staffing Industry Analysts, as well as Crain’s regional business brands. For more than a century, our dedication to deep sector expertise and journalistic integrity has enabled us to provide trusted insights across all our platforms, empowering today’s business leaders to make industry-shaping decisions. To learn more about Crain Communications, visit crain.com.

 Environmental Demands 

Where you work matters. The job posting will provide specific information on where and when your amazing work would be performed. Employee work location is determined by the needs of the specific team and may include on-site, hybrid or remote. 

• An “in-office” role would require the employee to come into the office most days with occasional flexibility to work remotely if tasks can be performed elsewhere and if the manager approves.  
• A “remote” role would allow an employee to work from a home office that is in one of the states Crain does business in. We can only employ a remote / "work from home" employee if they reside in one of these states: AZ, CA, CO, FL, GA, IL, MD, MA, MI, MN, NV, NY, NC, OH, OR, TN, TX, VA, WA, WI, and Washington, DC.
• A “hybrid” role would be a mix of in-office and remote work. There may be a specified schedule for coming into the office or it could be at the discretion of the employee with the manager’s approval. 

Many positions will also include work done in “the field.” Depending on the role, this may include conducting in-person interviews, attending work-related events, meeting with sources or clients. Specifics will be noted in the job posting.   Employees may be exposed to adverse environmental conditions, specifically during field work. Other typical job functions are performed under conditions such as those found in general office work.  

Travel to cover news stories/events, meetings with clients, and to our geographically separated offices may be required.  It is the nature of many positions to experience non-standard working hours and be on-call when needed for responding to email, meeting with clients, attending work-related events, story development or breaking news. Most employees perform work Monday through Friday, although early-morning, evening or weekend shifts may be required.    

Physical Demands 
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of many Crain jobs. 

Physical activities will include frequent in-person or virtual interactions.  For most positions, it is essential to be able to remain at a desk/computer workstation for prolonged periods, perform computer-related tasks, and create/maintain documents within filing systems.  Must have close visual acuity to perform an activity, such as preparing and analyzing reports and information, transcribing, viewing a computer terminal, or extensive reading.  The typical physical requirements are light work—exerting up to 25lbs of force occasionally and/or up to 10lbs of force frequently and may include climbing, pushing, standing, hearing, walking, reaching, grasping, kneeling, stooping, and repetitive motion.  Some positions will have additional physical requirements, including exerting up to 50lbs of force to move and/or carry equipment, supplies, files, or other materials as the role requires.  

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential job functions and meet the environmental and physical demands of the role. 

Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities The contractor will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or (c) consistent with the contractor’s legal duty to furnish information. 41 CFR 60-1.35(c)