Job Description

Job Location: 01 - Naperville, IL 60540
Position Type: Full Time
Salary Range: $55,000.00 - $65,000.00 Salary/year
Travel Percentage: Negligible
Job Category: Admin - Clerical

Position Summary:
Responsible for overseeing the Executive office in accordance with established company policy and procedures. Provide administrative support to the Executive Staff with a variety of tasks including but not limited to: execution of day-to-day tasks, fielding corporate office phone calls, client interfacing, overseeing projects, booking travel, and carrying out other high-level/urgent requirements while ensuring the maximum in professionalism, hospitality, operational efficiency, and maintaining positive relationships with peers, hotel staff/executives, and clients.
Reports To: Chief Operating Officer
Pay & Schedule: Full-time, i.e., 40 hours/week

Essential Duties and Responsibilities
- Effectively oversee day-to-day operating procedures
- Work closely with the C.O.O. to proactively determine their needs and assist them in carrying out day-to-day administrative tasks and projects.
- Calendar management, scheduling & accounting for day-to-day meetings, calls, and movements, both business and personal.
- Managing and facilitating a large volume of email replies.
- Answering and directing client phone calls.
- Booking travel for Executives and employees.
- Oversee the creation and distribution of prospective & current client gifts.
- Assist with corporate office meeting preparation/planning
- Handle sensitive/confidential information in an appropriate manner.
- Assisting with project management.
- Develop, maintain, and enhance positive relationships with clients, hotel staff, and peers.
- Communicate with peers, clients, and hotel staff by telephone and written correspondence in a clear, concise, sincere, and persuasive manner.
- Provide consistently outstanding customer service.
- Proactively listens to, clarifies, and determines Executive’s and customers’ needs.
- Maintain an ambitious, hard-working, professional demeanor, ethics, and development of self.
- Effectively utilize the company's business software
- Maintain supply levels of the office supplies
- Other related duties and projects as required or assigned

Qualifications
- Direct experience with related Administrative Assistant responsibilities.
- Demonstrated proficiency in computer skills including office support software i.e., QuickBooks, Microsoft Suite: Outlook, Word, Excel, PowerPoint, Adobe Suite: Adobe InDesign, Adobe Lightroom, Canva, etc.
- Experience booking travel for individuals and groups.
- Advanced knowledge of office-related equipment such as copiers, fax machines, delivery, mail services, etc.
- Proven excellence in developing positive professional relationships and seeking ways to increase customer satisfaction and loyalty.
- Knowledge of/experience in hospitality and/or audiovisual technology is a plus.
- High School Diploma required.
- Bachelor’s Degree (preferred).
Skills Required:
- Excellent interpersonal and communication skills both verbal and written—must be able to effectively communicate with all levels of internal and external contacts.
- Ability to work independently and multi-task in a fast-paced team environment.
- Confident personality and capable of being persistent when necessary.
- Extremely detail-oriented and organized.
- Maintain a positive attitude and willingness to work with all team members.
- Proactive, self-motivated, & forward-thinking
- Planning Skills – able to effectively plan ahead.
- Organization Skills – ability to manage multiple projects and tasks.
- Problem Analysis – Ability to break down problems and find solutions.
- Strong negotiation skills.
- Strong customer/hospitality focus.
- Strong team-player orientation.

Work Environment:
- This position requires the ability to work long hours standing and/or sitting.
- This position requires the applicant to be authorized to work in the United States.
- This position requires the ability to work a varied schedule.
Full-Time Benefits
- 401(k) with matching
- Roth 401(k) with matching
- Medical, Dental, and Vision Insurance
- Health savings account
- Life insurance
- Paid sick time
- Vacation time
- Company paid holidays