Assistant, Administrative III

This role provides high-level administrative support to Supply Chain senior executives in Chicago, serving as a primary point of contact for internal and external stakeholders on matters related to executive priorities, communications, scheduling, and operational coordination. The ideal candidate is highly organized, proactive, and capable of exercising good judgment in a fast-paced, entrepreneurial, and results-driven environment.

Responsibilities

• Manage complex and dynamic executive calendars, including prioritizing appointments and resolving scheduling conflicts.
• Prepare, process, and reconcile expense reports, invoices, and confidential correspondence or presentations.
• Coordinate detailed domestic and international travel arrangements, itineraries, agendas, and meeting materials.
• Research, prioritize, and follow up on issues and inquiries addressed to executives and/or team leaders, ensuring timely and accurate resolution.
• Ensure executives are well-informed of upcoming commitments, deadlines, and responsibilities, providing proactive follow-up as needed.
• Partner with IBP Governance to support strategic business cadence, including planning and preparation for key meetings.
• Support high-priority initiatives and PMOs, acting as an extension of leadership to ensure alignment, follow-through, and timely execution of critical projects.
• Anticipate executive needs and identify opportunities to streamline workflows, improve communication, and enhance organizational effectiveness.
• Provide administrative support to members of the leadership team, including scheduling, travel coordination, and expense processing.
• Develop rigorous, seamless, and repeatable cadence in team execution.
• Coordinate leadership team meetings, including agenda development, logistics, technology support, and follow-up communications.
• Design and execute critical department team meetings (e.g., tactical check-ins, strategic leadership meetings, management meetings, full team sessions), providing structure, content, and thought leadership for successful sessions.
• Partner with administrative assistants across the organization to ensure seamless coordination of meetings and cross-functional activities.
• Maintain the department’s virtual platform and file storage process.
• Develop and prepare reporting and correspondence internally to help drive team success.
• Lead the new employee onboarding process.
• Collaborate with internal and external partners to support project execution.

Requirements

• Bachelor’s degree preferred.
• 8+ years of experience supporting senior executives or C-suite leaders.
• Ability to work on-site in a hybrid schedule as required.
• Expert-level proficiency in Microsoft Office (Outlook, Word, Excel, PowerPoint, PowerBI, Copilot).
• Experience managing complex executive calendars.
• Experience processing invoices and completing expense reports.
• Demonstrated ability to handle confidential information with discretion.
• Ability and willingness to work extended hours, including evenings, weekends, and holidays.

Skills

• Exceptional organizational skills with strong attention to detail.
• Experience thinking both creatively and analytically.
• Efficiently manages tasks and understands the need for priority or escalation.
• Self-motivated – able to set priorities and implement decisions to meet deadlines.
• Strong interpersonal and teamwork skills to work and communicate effectively cross-functionally to obtain consensus amongst teams.
• Demonstrated ability to influence others, build business partnerships, reduce risk by managing exceptions, accelerate results, and generate value.
• Strong communication skills to foster communication and collaboration within the department.

Mindsets & Behaviors

• Passion to challenge the status quo and find new solutions while driving out-of-the-box ideas.
• Believes in a non-hierarchical culture of collaboration, transparency, safety, and trust.
• Not afraid to “roll up the sleeves” and seeks to go outside their comfort zone to learn.
• Comfortable and experienced in bringing structure to ambiguity.
• Possesses a spirit of intellectual curiosity, creativity, and innovation.
• Takes responsibility for actions and tasks.
• Maintains integrity and honesty as part of their value system.
• Self-directed and possesses a sense of urgency.

Physical Requirements

• Must be at least 21 years of age.
• Must be able to sit and/or stand for long periods of time and work on a computer for extended periods.
• Lifting may be required.
• Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Location

Chicago, Illinois

Pay

The salary range for this role is $33.41 - $49.09 per hour. This is the lowest to highest salary we in good faith believe we would pay for this role at the time of this posting. Our compensation is based on cost of labor. For remote locations or positions open to multiple locations, the pay range may reflect several U.S. geographic markets, including the lowest geographic market minimum to the highest geographic market maximum. We may ultimately pay more or less than the posted range, and the range may be modified in the future. An employee’s pay position within the salary range will be based on several factors including, but not limited to, the prevailing minimum wage for the location, relevant education, qualifications, certifications, experience, skills, seniority, geographic location, performance, shift, travel requirements, sales or revenue-based metrics, any collective bargaining agreements, and business or organizational needs.

Benefits

We offer a comprehensive package of benefits including paid time off, medical/dental/vision insurance, 401(k), and any other benefits to eligible employees.