Executive Administrative Assistant

Job Overview:  

Under minimal supervision, but in accordance with established policies and procedures, provides administrative and support services for the Chief Executive Officer, Group Vice President of Retail and Wholesale and Chief Human Resources Officer. This position has access to and regularly works with information of the most sensitive, highly confidential, strategic, and critical nature. The scope and complexity of this position is such that the Executive Administrative Assistant regularly deals with diverse matters which requires extensive knowledge of the Oil-Dri’s business and leadership team.  Serves as Office Manager for the Chicago office, covers front desk and assists other Executive Assistants as needed. 

Responsibilities:

• Ensures most efficient use of Executives’ time including the organization of and prioritization of materials, requests, meetings, and calendar invites. 
• Manages Outlook Calendar, prepares expense reports for designated individuals, Purchase Orders, Contract requests and obtaining approvals, as needed.
• Responsible for initiating, preparing, coordinating and following-up on administrative duties associated with Executives’ area of responsibility.
• Anticipates, revises, and sends correspondence, as needed.
• Reviews/Edits communications for Executives as needed, ensuring accuracy and appropriate level of detail orientation.
• Reviews material for managers’ approval for typographical accuracy, format, conformance with procedures, internal consistency and assures proper approvals have been obtained before releasing correspondence.
• Prepares special or one-time reports, summarizes, or replies to inquiries, selecting relevant information from a variety of sources such as reports, documents, correspondence, or other departments.
• Support HR team with onboarding process including preparing desk, welcome gifts, onboarding schedules, and welcome information.
• Assist with HR projects and initiatives as needed. Support all areas of HR including Compensation, Benefits, Payroll, Talent, and general HR.
• Handle confidential information with discretion and professionalism.

Additional duties:

• Coordinates travel and hotel arrangements, complete expense reports, business meetings, and related items.
• Manages/Schedules interviews as needed including adding position profiles, resumes and appropriate level of documentation prior to interview.
• Coordinate teammate events and initiatives to promote team building and teammate engagement. 
• All other duties as assigned by the Executives.

Qualifications:

• 4-year college degree preferred
• Strong Microsoft Office skills (Word, PowerPoint and Excel)
• Minimum of 5 years’ experience providing administrative support to executives/ professionals
• Experience scheduling interviews, onboarding, and travel arrangements in fast-paced environment.
• Ability to work independently, make decisions and prioritize responsibilities.
• Strong verbal and written communication skills, including strong, proofreading skills, along with a high level of typing accuracy.

• Ability to employ tact and diplomacy and maintain confidential information.