IDEX Executive Administrative Assistant in Northbrook, Illinois
If you’re looking for a special place to build or grow your career, you’ve found it. Whether you’re an experienced professional, a recent college graduate or somewhere in between, IDEX is a place where you can apply your existing skills and learn new ones in an environment where you can make an impact.
With interesting opportunities in engineering, marketing, sales, supply chain, operations, HR, finance, and more across more than 40 diverse businesses (https://www.idexcorp.com/our-businesses/business-segments/) around the globe, chances are, we have something special for you.
The IDEX Corporate Office team currently has an opening for an Executive Administrative Assistant located in our Northbrook, IL office. As an Executive Assistant, you will provide advanced administrative support and relief of administrative detail to company executives, availing them the additional time for their top management responsibilities.
Job Duties/Responsibilities may include, but are not limited to:
Responsible for contributing to the efficient use of the executive's time by relieving the executives of those administrative details capable of being delegated
Responsible for performing a multitude of highly complex administrative tasks and providing full administrative support using superior knowledge of administrative functions
Provides administrative assistance to support the executives (SLT & Sr. EA) in daily work, i.e., anticipates & follows-up on deadlines ensuring information is available, communicates with people inside and outside the company, researches and gathers information, completes projects and assignments punctually, etc.
Utilizes discretion, judgment and initiative to continue the work responsibilities of the office when the executive is unavailable in an efficient manner
Determines within moderately well-defined limits the activities and duties that can be executed without the personal review or clearance of the executive
Responsible for maintaining executive's calendar, schedules meetings as requested, identifies & assesses strategic priorities when conflicts arise, consults with executive when necessary, picks up mail, promptly responds to written requests when appropriate and routes postal mail which does not require executive's attention
Responds quickly and enthusiastically to rapidly changing demands. Anticipates deviations from schedules and proactively and independently works to develop adjusted plans to address such changes.
Assist with preparation of reports, presentations, spreadsheets and other complex documents for presentations to the Board and other needs. Coordinate and facilitate virtual meetings as needed (e.g. MS Teams, Zoom, etc).
Work with all team members with other staff to provide cross coverage for departmental staff functions to include: Agendas, meeting action items, maintain department calendars & overall day-to-day corporate office functions.
Meticulous attention to detail when arranging all travel, lodging accommodations and transportation as required by the executive. The incumbent must tend to all the details involved with executive's visits to IDEX domestic & global business units. Coordinates travel for, IDEX interview candidates and business guests. Prepares & reconciles expense reports..
Provides support of daily office operations and serves as front-line liaison for all IDEX visitors, guests & customers.
Assist with special projects and back-up as needed.
5+ years of administrative assistant at an executive level
Previous experience with booking global travel, preparing and completing expense reports, managing calendars, etc.
Previous experience working in a corporate setting with an established C-Suite structure
Top Candidates will also have:
Excellent interpersonal skills and the ability to communicate effectively and skillfully with individuals at all levels
Must have strong, advanced secretarial and technology skills gained through years of experience, training and progressive administrative support positions
Must be able to proficiently operate a personal computer using MS: Outlook, Word, PowerPoint, Project, Excel and Visio
Must be able to think and work independently, have meticulous organizational skills and maintain a high-level of confidentiality
Ability to work with associates and other departments to solve problems and anticipate potential problems and implement short- and long-term solutions with minimal or no supervision.
Ability to focus on customer satisfaction, internal team building, promote a positive company image, and remain professional, friendly and self-motivated.
Ability to multitask and prioritize independently.
Are you ready to join a different kind of company where our people, our culture, and our commitments are centered around providing trusted solutions that improve lives around the world?
IDEX is an Equal Opportunity Employer and Affirmative Action Employer. IDEX gives consideration for employment to qualified applicants without regard to race, color, religion, creed, genetic information, sex, sexual orientation, gender identity or expression, marital status, age, national origin, disability, protected veteran status, or any other consideration or protected category made unlawful by federal, state or local laws (Minorities/Females/Protected Veterans/Disabled).
Business Unit: Corporate
Job Segment: Corporate