Public Affairs Administrative Assistant (Temporary)

(6 month temporary Administrative Assistant assignment onsite 5 days at Lincolnshire, IL)

As the Public Affairs Administrative Assistant, you will be responsible for providing support to the Senior VP, managing calendars in varying time zones, handling confidential communications, assisting in projects and meeting coordination, and acting as a primary point of contact to ensure the smooth operation of the SVP's daily activities, often requiring exceptional organizational skills, discretion, and strong communication abilities.

Responsibilities

• Ensure all items are invoiced and paid on time.
• Manage department budget and expenses and ensure accurate and timely reporting. This includes submitting all relevant receipts and information following the company expense policy.
• Provide general support to Public Affairs team in varying locations, including expense reports, project coordination and product ordering.
• Available for phone calls from SVP throughout the business day as well as regularly checking incoming voicemails and forwarding messages.
• Ability to navigate internet searches for association information, meeting times and locations, contact information, and other project information as necessary.
• Calendar management - scheduling and running WebEx meetings, making sure SVP's calendar is up-to-date, and all meetings are in the correct time zones.
• Communication with trade associations including email, phone calls, and follow up as necessary. This includes invoicing updates and requests, agenda requests, meeting scheduling, and other topics as needed.
• Approval submissions - gaining pre-approval for executive travel plans in the appropriate system, budget and expense approvals based on pre-approved department budget, and exceptions that require CFO or CEO approvals.
• Document management such as proof-reading, translation (with the help of Google Translate), preparing meeting slides or spreadsheets, or any other editing requests made by SVP.
• Project coordination - assist with special projects, including but not limited to, research, product ordering and returns for events and trade shows, and compiling of items for presentations.

Requirements

• Oral / Written Communication skills
• Discretion and confidentiality
• Organizational and time management skills
• Project management skills
• Attention to detail and problem-solving skills
• Proficiency in MS Office applications, Adobe Acrobat, internet research, and search engines

Key Behavioral Attributes

• Team player with superior rapport building and interpersonal skills
• Service-oriented
• Attention to Detail
• Self-sufficient, able to stay productive during lulls in tasks

Desired Experience

• Proven experience as an Executive Assistant supporting senior executives in a fast-paced environment.
• Strong understanding of business protocols and etiquette.
• Experience with calendar management and scheduling.
• Ability to learn tasks and systems quickly and perform them to the high standards of the SVP.