Senior Executive Assistant

Who We Are
At SMS Assist, we're not just in the business of fixing properties-we're fixing an entire industry. Typically, facilities maintenance is tough work-both in the nature of the job (plumbing, HVAC, snow removal) and the lack of clarity throughout the experience. We decided a better way wasn't only possible, but essential. Through our award-winning technology platform, built and powered by SMSers, we connect local contractors to our customers and help manage an experience that surpasses expectations.
Recognized on Forbes' Cloud 100 list, Deloitte's Technology Fast 500, Chicago Crain's Top Tech Employers, and more, SMS Assist manages more than 186,000 properties where people live and work. Our customers' livelihoods are in our hands-think a restaurant manager whose only fryer goes down on a busy Friday night or a family in Florida without power after a hurricane. We work across the industries that make up your community, including retail, food service, banking, residential, and more, and we help them find the right provider in our network (we call them Affiliates) in more than 45 trades.
We're innovators, disruptors, and out-of-the-box thinkers. We set each other up for success in the office and for the perfect spike on the volleyball court during an intramural game. We're community volunteers, karaoke partners, and lifelong friends. We're passionate about the people we serve, and we give our all because we care. We want to make every property better, and we want your help to make it happen.
Job Summary
The Senior Executive Assistant performs a wide range of administrative tasks in support of Executives and manage a team for office support. This is an opportunity to work with a group of professionals in a very fast-paced, high-volume, and collaborative team atmosphere.
Responsibilities

• Provide high level administrative support to President and other assigned leadership. While administering calendars
• Oversee the office administrations team (Chicago)
• Identify opportunities for process and office management improvements, and design and implement new systems.
• Oversee the guest experience and ensure a personal, friendly experience for anyone coming into the office, and maintain complete accessibility in both availability and warmth of character.
• Arrange travel and accommodations as needed.
• Prepare agendas or presentations, including materials such as data analysis and key results.
• Attend meetings with the executive, and take, transcribe, and distribute notes or minutes.
• Manages logistics for meetings involving executives, clients, investors, etc. to include venue procurement, food & beverage arrangements, and other details as needed.
• Work with Workplace Manager to create and manage office place budgets.
• Create and prepare basic data reports and scorecard using Excel and appropriate systems.
• Build relationships with key partners, both internally and externally.
• Identify opportunities for improving process productivity and efficiency.
• Participate in special projects and taskforces, as assigned.
• Prepare and submit expense reports on behalf of the executive.
• Foster a positive team environment.
• Ensure confidentiality of internal and external data

Professional Skills

• Customer Service - Advanced
• Verbal Communication - Proficient
• Written Communication - Proficient
• Teamwork - Proficient
• Relationships - Advanced
• Organizational Awareness - Advanced
• Problem Solving - Proficient
• Process Orientation - Advanced
• Prioritization - Advanced

Role Specific Skills

• Ability to maintain strict confidentiality regarding employee personal information, payroll, and employee issues.
• Extensive computer skills in Microsoft Word, Excel, PowerPoint, and Outlook
• Excellent time management, organization, and prioritization skills

People Management Skills

• 4+ years of management experience

Qualifications
Minimum Qualifications

• 6+ years of Experience as an Executive Assistant

Other Relevant Qualifications

• Firsthand experience with relevant systems

Please note, this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities, and schedule may change at any time with or without notice.
SMS Assist is an Equal Opportunity Employer (EOE) that welcomes and encourages all applicants to apply regardless of age, race, color, religion, sex, sexual orientation, gender identify and/or expression, national origin, disability, veteran status, marital or parental status, ancestry, citizenship status, pregnancy or other reasons prohibited by law.
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