Executive Assistant

Job Description
For this opening we will consider candidates from the following locations: Chicago,IL,United States |
Notified is hiring an Executive Assistant in Chicago. The EA will report to a C-Suite Executive and will provide executive support to the executive team as needed. Someone who is a self-starter with a positive attitude, works well under pressure and has a high attention to detail, will be successful in this role!
BASIC FUNCTION
Responsible for providing a variety of responsible, confidential, and complex support functions to assigned executive; successfully complete critical or sensitive project tasks, of deliverable assignments, with a hands-on approach, ensuring project risks are escalated to supervisor; assist with the disposition of confidential documentation and information from internal departments, clients, and others; assist with department budget (e.g., review of variance reports, tracking expenditures, paying invoices, etc.) which may include navigation, data entry, editing, and other administrative changes through a corporate finance and accounting software system; screen and direct incoming calls and visitors for assigned executive in a professional and courteous manner, providing information to callers and visitors as appropriate; prepare confidential correspondence, memorandums, reports, etc., from rough draft to final copy ensuring 100% accuracy before distribution; maintain sensitive and confidential files in an organized manner which includes preparing inactive files for off-site storage and maintain records of inactive files
MAJORJOBACCOUNTABILITIES
Executive Support - Provide a variety of responsible, confidential, and complex support functions to assigned executive, while ensuring adherence to established corporate and departmental policies and procedures

• As assigned, create, analyze, manipulate, and edit complex and confidential projects (e.g. organizational charts, board materials, executive reports, database edits, presentations, memorandums, confidential file creations, executive summaries etc.) potentially utilizing multiple data sources with autonomy
• Successfully complete critical or sensitive project tasks, of deliverable assignments, with a hands-on approach, ensuring project risks are escalated to supervisor
• Prioritize conflicting needs, and handle matters expeditiously, proactively, and follow through on projects to successful completion
• Maintain executive's appointment schedule by planning and scheduling meetings, conferences, teleconferences, and travel
• Act as the point of contact between the executives and internal/external clients
• Plan or coordinate events (e.g., offsite meetings, lunches, dinner reservations, etc.) in a timely manner

Mental and Physical Requirements

• This position will be exposed mainly to an indoor office environment and will be expected to work near or around computers, telephones, and printers
• The nature of the work in this position is sedentary and the incumbent will be sitting most of the time

• Essential physical functions of the job include typing, grasping, pulling hand over hand, and repetitive motions to utilize general computer software/hardware continuously throughout the workday
• Essential mental functions of this position include concentrating on tasks, reading information, and verbal/written communication to others continuously throughout the workday

Related Duties as Assigned

• The job description documents the general nature and level of work but is not intended to be a comprehensive list of all activities, duties, and responsibilities required of job incumbents
• Consequently, job incumbents may be asked to perform other duties as required
• Also note, that reasonable accommodations may be made to enable individuals with disabilities to perform the functions outlined above
• Please contact your local Employee Relations representative to request a review of any such accommodations

MINIMUMQUALIFICATIONS
Applicant for this job will be expected to meet the following minimum qualifications.
Education

• High school diploma or GED required
• A Bachelor's degree from an accredited college or university with major coursework in business administration, data management, accounting, finance, English, communications, human resources, accounting, or related field may be substituted for 4 years of experience
• Additional specialized course work in office practices, office management, accounting, finance, or business administration preferred

Experience

• Minimum 4 years increasingly responsible experience as an administrative assistant for a VP, a high level executive, or a corporate officer of a medium to large corporation required

Other

• Intermediate knowledge of MS Word, Outlook, and Excel required

Based on area of assignment the following may be required:

• Minimum of 2 years' experience with invoice payment, expense reports, garnishments, budget reporting, variance analysis, or general accounting concepts is required
• Minimum 1 year project management experience required
• Minimum of 1 year experience with legal matter management software is preferred

Benefits:
Want to love where you work? At Notified, we offer a comprehensive benefits package that includes what you'd expect (medical, dental, vision, life and disability coverage, paid time off, a 401(k) retirement plan with company match and flexible spending accounts), and several that go above and beyond (tuition reimbursement paid parental leave, access to a robust library of personal and professional training resources, employee discounts, critical illness, hospital indemnity and pet insurances, identify protection and more)!
What's next...
Qualified candidates will be contacted by a member of our in-house recruitment team to kick-start the recruitment process (preliminary assessments and/or telephone interview).
Don't meet every single requirement?
Studies have shown that women and people of color are less likely to apply to jobs unless they meet every single qualification. At Notified, we are dedicated to building a diverse, inclusive, and authentic workplace, so if you are excited about this role but your experience doesn't align perfectly with every qualification in the job description, we encourage you to apply anyway. You may be just the right candidates for this or other roles.
Equal Opportunity Employer/Veterans/Disabled
ABOUT US
Connecting people with each other and the right information is mission critical. Our Company develops innovative cloud-based technology to make it easier, more effective and more efficient to make the right connections. Our solutions put people in sync with each other and the right information, so they gain the insight needed to reach better decisions on the issues that matter most. We do it with a laser focus on reliability.
The Company is a leading provider of technology-driven, communication services, serving Fortune 1000 companies and other clients in a variety of industries, including telecommunications, retail, financial services, public safety, technology and healthcare. For more than 30 years, we have been leading the way in hosted and cloud-based solutions.
Our solutions connect people with each other and the information needed to gain insights for better decisions on the issues that matter most - Information to Insight.
Our Company has sales and/or operations in the United States, Canada, Europe, the Middle East, Asia Pacific, Latin and South America and is an Equal Opportunity Employer - Veterans/Disabled and Other Protected Categories. Our Company welcomes and encourages applications of individuals with disabilities. Accommodations are available on request for candidates taking part in all aspects of the selection process.
ABOUT THE TEAM
Notified® is a business segment within Intrado, and is the world's only communications cloud for events, public relations, and investor relations to drive meaningful insights and outcomes. Our Events Cloud enables event planners, marketers, and communications professionals to create unforgettable experiences which build brand and community engagement through hybrid events, conferences, trade shows, town halls, and product launches. Notified's PR Cloud enables public relations professionals to reach global audiences, monitor brand sentiment, send press releases via GlobeNewswire®, measure success, and drive earned media. Navigate the media landscape and tap into real-time analytics from an integrated, intelligent, and easy-to-use platform. The Investor Relations Cloud enables investor relations professionals to manage communications - earnings calls, regulatory filings, press releases, investor days, and IR Websites - to maximize shareholder value. Activate your market strategy and manage dynamic communications and regulatory requirements from one platform.
At Notified we place a lot of value in giving our clients the solutions and support they need to operate efficiently and successfully. This same desire we use to set our customers up for success applies to our employees as well. Notified is committed to helping our employees and their families maintain a healthy work/life balance, to build a financially secure future. Self-development and learning are key with all our global employees having access to our internal learning and development university DevelopU for career and skills enhancement.