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Hollister Incorporated · 2 hours ago

Administrative Assistant

Libertyville, IL, US, 60048-3781

Full-time

Hybrid

Mid, Senior Level

$50K/yr - $75K/yr

5+ years exp

Hollister Incorporated is an independent, employee-owned company that develops, manufactures and markets healthcare products worldwide. The Administrative Assistant provides high-level executive support to the Board of Directors and Trustees, managing office administration and charitable contributions, while also supporting meeting logistics and travel arrangements.

Health CareManufacturing

Responsibilities

Professionally represents the Executive Office

Completes monthly expense reports for the Chairman of the Board, Board of Directors and Trustees

Makes travel arrangements for the Board of Directors and Trustees

Assists the Senior Executive Assistant with Board and Trustee meeting logistics and catering

Orders office supplies for the Executive Office

Liaise with Legal team members to obtain fingerprints as requested

Provides backup support to the Senior Executive Assistant and Executive Assistant to the CEO

Administrator for U.S. Charitable Contributions program

Review and prepare all U.S. charitable contributions requests and assist with international contributions

Maintain records for all U.S. and international contributions via Blackbaud Grantmaking program

Maintain knowledge of Blackbaud program through webinars and updates

Troubleshoot Blackbaud systems issues

Post team sponsored events on Viva Engage and quarterly reminders on the matching program

Assist in negotiating contract renewal for Grantmaking program

Provide Tax reports for Hollister internal Auditors

Prepare and maintain annual budget

Manage Hollister charitable matching program

Manage in-kind donations

IConnect - maintain Hollister charitable matching program site

IConnect – maintain Volunteer opportunities site

Assist with Volunteer Time Off (VTO) as required

Assist Legal with creating updated policy language for U.S. Charitable Contributions program

Review incoming sponsorship requests for donation consideration

Reply to external charitable requests, events, Go Fund Me, etc. from Secure Start and other departments

Review and prepare all Hollister Associate contribution requests (including matching program)

Provide guidance and assistance to Plant locations: Kirksville, Mt. Juliet and Stuarts Draft

Maintain Plant locations contribution requests

Assist Stuarts Draft with Schneider Park renovation project as needed

Manage all sponsorship events for galas, golf outings, walks/runs, etc. including finding a host, providing guest lists, creating the invite, booking transport, registering attendees, providing current Hollister ads, logo, artwork

Providing stats and information for ERG Sustainability Report

Operate Hollister Charity/Volunteer fair – contact charities, organize entire event

Process in-kind product donations and maintain record keeping

Assist Associates submitting articles on iConnect with historical charity information

Assist with Hollister on-site charitable events, food drives, etc

Assist Hollister departments looking for charitable department/group events

Prepare and issue donation checks

Issue award letters to charity recipients

Drive to bank to make deposits

Maintain checkbook

Prepare correspondence

Provide/maintain tax documentation for Trust Attorney/Law Firm

Liaise with bank account representative and tax Attorney

Maintain all Trust records and files

Qualification

MS OfficeConfidentialityEmotional intelligenceAttention to detailCustomer serviceTask prioritizationWritten communicationOral communicationOrganizational skills

Required

Associates degree preferred

Minimum of 5 years as an Administrative Assistant

This role requires a very high level of confidentiality, managing extremely sensitive information, and possessing solid independent judgment

Must exercise good judgment in a variety of situations

Excellent ability to understand emotional intelligence and adjust accordingly

Must be flexible and customer service oriented

Strong attention to detail

Advanced computer skills, proficient in MS Office with advanced knowledge of PowerPoint and Word

Intermediate knowledge of Excel

Strong written and oral communication skills

Highly organized, task oriented, and ability to prioritize multiple tasks

Benefits

Health and life insurance

Wellness programs and incentives

Generous retirement savings

Medical

Prescription

Dental

Vision

Spending/savings accounts

Disability

Company paid (parental and caregiver) leaves

Statutory leaves/disability programs

Accident

Life

Wellbeing

Education assistance

Adoption assistance

Voluntary benefit programs

401(k) Retirement Savings Plan includes: auto-enrollment, ROTH, vesting and eligible participants “safe harbor” matching contributions

Paid time off benefits include: 11 paid holidays, paid vacation based on length of service and exempt/non-exempt status, and sick days based on statutory requirements and/or exempt/non-exempt status

Education assistance and adoption assistance benefit programs