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Jobs · Administrative · Illinois

Executive Administrative Assistant (COO)

Fellowes Brands · Itasca, IL · 1 mo ago
On-siteAdministrative$80k–$90k/yrOther

About the role

Our most important asset is our people. We are proud to be recognized among America’s Best Midsize Employers by Forbes in 2021, 2022 and 2024 and as a Chicago Tribune Top Workplace for four consecutive years (2021‑2025). We currently operate in‑office Monday‑Thursday, with an optional remote day on Friday. This position is not eligible for visa‑based employment‑based sponsorship.

Responsibilities

  • Proactively manage executive’s calendar, scheduling conferences, appointments, and meetings.
  • Resolve and prioritize scheduling conflicts, by establishing appointment priorities, or rescheduling/refusing appointments or invitations.
  • Handle all travel arrangements for executive(s).
  • Compose correspondence requiring knowledge of executive’s views, philosophy, and some understanding of technical matters; may sign for executive when technical or policy content has been authorized.
  • Note commitments made by executive during meetings and arrange for implementation.
  • Summarize the content of incoming materials, specially gathered information, or meetings to assist executive; draw attention to important parts or conflicts.
  • Locate and attach related documents to correspondence which require the personal attention of the executive.
  • Read outgoing correspondence for executive approval and alert writers to any conflict with the file or departure from policies or executives’ viewpoints; give advice to resolve the problem.
  • Anticipate ways in which executive time may be saved.
  • Handle many details of a confidential nature, and perform administrative functions based on understanding of company policy, executives’ views and philosophy.
  • Read and route incoming mail and email; in some cases answer calls for executive, fielding them in the appropriate manner.
  • Anticipate and prepare materials needed by executive for conferences, correspondence, appointments, meetings, telephone calls, etc.
  • Prepare special or one‑time reports, summaries, or replies to inquiries, selecting relevant information from a variety of sources.
  • Assist in preparation & creation of presentations.
  • Coordinate PCard expense administration.
  • Manage procurement‑related activities, including supplier onboarding, Oracle purchase order creation and processing, and vendor documentation management.
  • Coordinate new hire onboarding, including onboarding schedules, ticket submissions, first‑day logistics, and team‑building activities.
  • Responsible for coordination of special meetings and events, including global meetings, employee engagement initiatives, fund raising campaigns, and large company‑wide functions.
  • Act as a mentor to peers.
  • In executive's absence, ensure that requests for action or information are relayed to the appropriate staff member; as needed, interpret requests and help implement action, decide whether executive should be notified of important or urgent matters.
  • Demonstrate organizational, time management and multi‑tasking skills.

Requirements

  • 5+ years of experience supporting C‑level or senior executives in a fast‑paced, high‑responsibility environment.
  • Bachelor’s degree or an equivalent combination of education and relevant experience.

Skills

  • Ability to exercise sound judgment, make independent decisions, and handle matters of significance with minimal supervision.
  • Proactive, solutions‑oriented approach with the ability to anticipate needs, identify potential issues, and take initiative.
  • Strong organizational and time‑management skills, with the ability to manage multiple priorities and adapt to changing business needs.
  • Proven ability to build strong, collaborative relationships across all levels of the organization.
  • Continuous improvement mindset and commitment to identifying more efficient and effective ways of working.
  • Strong drive for results with a high level of accountability, follow‑through, and attention to detail.
  • Proven ability to handle sensitive and confidential information with discretion and a high degree of professionalism.
  • Strong written and verbal communication skills, with the ability to communicate effectively with senior leaders, employees, and external partners.

Pay

The hiring range for this position in Itasca, Illinois is $80,000 – $90,000 per year. The base pay actually offered will take into account internal equity and may vary depending on the candidate’s geographic region, job‑related knowledge, skills and experience, among other factors. An annual incentive may be provided as part of the compensation package.

Benefits

In addition to base pay, the role is eligible for a full range of medical, financial and/or other benefits, dependent on the level and position offered. An overview of our benefits offering is available here: Fellowes Benefits Overview.

Schedule

In‑office Monday‑Thursday, with an optional remote day on Friday.

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