Senior Administrative Assistant - Chicago, IL

As the Senior Administrative Assistant, you will enhance the Executives' effectiveness by providing support and organization to our leadership team, while leading the general office management functions for the Chicago headquarters.

Information about this role:

Integration

A growing company needs to have a team that is in sync and communicating at the highest level. Year over year growth requires a lot from the team - in this role you will ensure our team is informed on what’s happening at Xcite and how the team is working together to accomplish its goals. A few examples of this are, conducting and delivering useful research, preparing us for calls, making sure meeting attendees have what they need, or helping the team craft their reports. 

Team Communication

Our team is growing, and there are a lot of different responsibilities for each of our team members. You will need to have a good understanding of the responsibilities of each team member and build relationships with managers to help deliver the right messages at the right time. You will be responsible for follow-up on top priorities from team members and their managers.

Calendaring 

You’ll be responsible for making sure the right people are in the right meetings, and if there is travel involved, you will need to coordinate those plans as well.

Analytics and Tools

We love data! You will be responsible for helping crunch numbers, all kinds! Budget, performance, financial. You must be able to use Excel and other tools, like CRM, at an intermediate level or higher. You will be combining reports for our teams, helping sort through the data and send out updated reports as needed.

Here are some of the responsibilities of this position:

• Schedule meetings and appointments for leadership, and manage travel itineraries
• Prepare leadership for upcoming meetings and appointments with relevant research/background, materials, etc.
• Coordinate leadership communication, including taking calls, replying to emails and interfacing with clients, vendors, etc
• Complete expense reports
• Provide necessary edits on Microsoft Office products, such as Word, Powerpoint, Excel, as instructed
• Maintain an organized system of paper and electronic documents
• Order lunch for leadership and their guests as needed
• Arrange corporate events
• Key card assignment for employees as required
• Field and filter building maintenance requests and requesting vendors for repairs, etc.
• Birthday/Anniversary recognition on company blogs
• Order supplies for the company
• Perform other related duties as assigned, including occasional errands

So what kind of person are we looking for in this role? The person who will be successful in this role will be:

• Love details - you need to be the catch-all for all of the action items, next steps, and ideal outcomes
• Be an effective communicator. Deliver messages up and down and across the organization, which requires clarity, diplomacy, and discretion. Please show us how well you communicate in a well-written cover letter to this opening.
• A person of integrity: not negotiable in this role or any at Xcite

Requirements

• 2 to 5 years experience in a fast-paced work environment
• Must be able to maintain strict confidentiality of privileged information
• Has shown the ability to marshal people to an ideal result
• Demonstrates Excellent organization and planning skills
• Shows comfort and calm during times of rapid change
• Proficient at processing and analyzing data in Microsoft Excel
• Quickly develops impactful relationships
• Ability to write clear, concise, narrative and statistical reports, effective verbal and written communication skills, and ability to communicate reports
• Team player
• Friendly demeanor

Xcite Advertising is committed to maintaining a drug free workplace. All benefits are role dependent and may vary.