Barcodes, Inc. · 5 days ago

Executive Assistant

Chicago, IL

Full-time

Onsite

Entry Level

5+ years exp

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Responsibilities

Coordinate and manage the CEO's schedule, including scheduling meetings, appointments, and travel arrangements.

Arrange domestic and international travel itineraries for the CEO.

Prepare meeting agendas, presentations, professional correspondence, and other materials as needed.

Serve as the primary point of contact for internal and external stakeholders seeking access to the CEO.

Manage incoming correspondence, emails, and phone calls.

Attend meetings with the CEO, take minutes, and follow up on action items.

Provide on-site support for large in-office meetings including coordinating monthly board meetings and those events hosted by any Executive, as needed, Tasks include coordinating meals, dinner reservations, pre-reading material distribution, and meeting space scheduling.

Provide personalized support to the CEO as required.

May coordinate personal tasks for CEO, including travel and calendar management.

Assist in coordinating vendor events/lunch and learns.

Provide a point of contact for all outside team members, visitors, and vendors ensuring compliance with visitor processes.

Lead the planning, scheduling, and execution of corporate events, such as President’s Club and Sales Kick Off.

Plan and coordinate all engagement activities for the Chicago office, such as the holiday party, summer outings, team-building activities, and other recognition events.

Act as a Brand Ambassador for the Chicago office for all company-wide initiatives and related activities.

Responsible for ensuring office and kitchen supplies are regularly inventoried, ordered, received, stocked, and distributed.

Ensure that office equipment is functioning properly and coordinate with internal and external vendors for office and building maintenance needs.

Qualification

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Marketing AptitudeTravel AdministrationCalendar ManagementOffice ManagementEvent PlanningMicrosoft OfficeSoftware ApplicationsOrganizational SkillsMultitaskingPrioritizationVerbal CommunicationWritten CommunicationConfidentialityProactive AttitudeProblem-Solving