Executive Assistant - Chicago, IL - VetJobs : Job Details

ATTENTION MILITARY AFFILIATED JOB SEEKERS - Our organization works with partner companies to source qualified talent for their open roles. The following position is available to Veterans, Transitioning Military, National Guard and Reserve Members, Military Spouses, Wounded Warriors, and their Caregivers. If you have the required skill set, education requirements, and experience, please follow the next steps. Unless specifically stated otherwise, this role is On-Site at the location detailed in the job post.

Due to the highly interactive and team-based nature of this role, in-person attendance for most of the workweek (i.e., 3 days or more) is essential for: effective communication including during in-person meetings, strong supervision, real-time problem-solving, and participation in cross-functional initiatives. Want to make an impact? We are seeking an experienced and highly organized Executive Assistant to support a member of our Senior Leadership Team (SLT). This role requires a proactive, detail-oriented individual who can handle multiple tasks simultaneously, manage complex calendars, and travel frequently across international locations to provide comprehensive administrative support.

• Calendar Management: Efficiently manage and prioritize the Executive's calendar, ensuring effective time management. Schedule and coordinate meetings, including managing all logistics such as time zones, virtual platforms, room reservations, and materials. Handle last-minute changes and urgent requests, ensuring smooth adjustments with minimal disruption.
• Global Travel Coordination: Organize extensive international and domestic travel arrangements, including flights, accommodations, transportation, and itineraries. Prepare detailed travel agendas, ensuring all necessary documents (e.g., visas, itineraries) are prepared in advance. Provide support during travel for last-minute changes or issues as they arise.
• Communication Management: Act as a liaison between the Executive and internal/external stakeholders. Screen, prioritize, and manage inbound communication (emails, etc.) for the Executive, ensuring timely responses and follow-ups. Draft, review, and manage correspondence on behalf of the Executive, ensuring professional and clear communication.
• Meeting & Event Planning: Organize and coordinate both virtual and in-person meetings, conferences, and events. Manage logistics for small to medium scale meetings, including venue selection, catering, and AV setup. Assist with the preparation and distribution of agendas, reports, and presentations for meetings.
• Project Support: Assist with the execution of special projects as assigned, often involving cross-functional teams. Track key deliverables and deadlines for projects involving the Executive, ensuring progress and on-time completion.
• Confidentiality and Professionalism: Handle sensitive information with the utmost discretion and maintain confidentiality at all times. Represent the Executive and company in a professional and positive manner, both internally and externally.
• Administrative Support: Manage administrative duties such as filing, office supply procurement, and document organization. Support the broader executive team with ad-hoc tasks as needed.

Skills that will make you successful: Exceptional organizational and time-management skills. Strong written and verbal communication skills. Advanced proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint) and other productivity tools. Ability to work independently and take initiative. Flexibility to adapt to shifting priorities and deadlines. Proficiency with virtual meeting platforms (e.g., Zoom, Microsoft Teams). Strong interpersonal skills and ability to interact effectively with all levels of the organization.

Experiences that will support your success: Bachelor's degree or equivalent work experience required. Minimum of 5-7 years of experience supporting senior executives in a fast-paced, global corporate environment, preferably within a CPG, retail, or similar industry. Extensive experience with complex calendar management and international travel coordination. Proven ability to handle sensitive information with confidentiality.

What We Offer: At Ferrara, we're proud to support our employees with comprehensive benefits that enhance health, financial wellness, and include paid time off (PTO). Eligible employees may also receive an annual bonus based on company performance. Compensation The salary range for this position is $78,750-$110,250 annually.