Executive Operations Specialist - Schaumburg, IL - Flexible Hybrid Schedule

Posted: 03/01/2023

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Position Summary:
The Executive Operations Specialist is responsible for a variety of activities primarily focused on ensuring that the Division’s administrative requirements are being executed effectively and that Chief Operating Officer’s time is planned and expended with maximum efficiency and effectiveness.
The Executive Operations Specialist also provides administrative support to the Chief Learning Officer and provides project support for the Operating Division. This includes responsibilities such as scheduling, calendar management, travel arrangements, correspondence, budgeting support, expense reporting, contract tracking; timesheet processing; and other duties as needed.
Primary Position Responsibilities:

  • Manages and executes the COO’s requests and priorities. Makes recommendations as to disposition and priority.
  • Reviews and prioritizes COO email and other communications. Drafts high level correspondence on behalf of COO. Develops and maintains system to track correspondence and follow-up.
  • Completes a broad variety of administrative tasks for the COO, including but not limited to collecting and preparing information for meetings and making meeting/travel arrangements.
  • On behalf of the COO helps to manage and prioritize assigned projects. Anticipates, plans, and researches support material for COO’s meeting obligations including speaking engagements, governance meetings and presentations, etc. Prepares reports, presentation materials, and talking points as required.
  • Provides calendar management for the COO. Prioritizes inquiries, manages conflicts, makes judgments and recommendations to ensure smooth day to day workflow and the appropriate balance between meeting commitments and time needed to complete work.
  • Provides general administrative support to the Chief Learning Officer, such as scheduling, travel arrangements, budgeting support, and other activities as needed.
  • Coordinates and prepares expense reports for the COO, CLO, and others as assigned.
  • Provides administrative support as needed for department budgeting, invoice reconciliation and coding processes.
  • Assist departments within the Operating Division on various projects, as needed.
  • Manages oversight of receipt and processing of contracts and contract coversheets and prepares for signature by COO, CLO or other designated signee.
  • Completes weekly input of COO and CLO timesheets for HR approval and approves (on COO/CLO’s behalf) time sheet input.
Position Qualifications:
  • Bachelor’s degree preferred.
  • Minimum 3 years executive level administrative support required; project management and meeting coordination background, a plus.
  • Comfortable with high volume of member contact.
  • Proficiency with Microsoft Office software including Outlook, Excel and PowerPoint.
  • Proficient in the use of SharePoint and various listserv tools.
  • Familiarity with Microsoft Dynamics and/or Acumen preferred.
  • Team spirit and flexibility are needed.
  • Excellent proofreading skills.
  • Ability to identify and resolve problems in a timely manner; gather and analyze information skillfully and maintain confidentiality.
  • Ability to stay focused when work is interrupted on a frequent basis and in high stress environments.
Please follow the link to apply:  https://recruiting2.ultipro.com/AME1090ASAN/JobBoard/79dc62ee-25a8-40d7-92fe-8327b8e4afb5/Opportunity/OpportunityDetail?opportunityId=7142a846-750d-4e40-bbec-b56992a47d60