Executive Administrator in Hoffman Estates, IL at Sears Home Services

Date Posted: 1/4/2021

Job Snapshot

Job Description

Req/Job ID: 1001646BR
Employing Entity: Transform SR Holding Management LLC
Employment Category: Regular, Full-time
Job Function: Administrative/Clerical/Office Support
Store ID: 58491: Sears Holdings Management Corp

The Executive Admin supports the leader of a business unit. This position provides advanced, diversified, and confidential administrative support to an executive level professional and the business unit he/she leads. The Admin to Executive uses broad and comprehensive knowledge of department operations, policies and procedures in performing a variety of routine and non-routine duties. This position makes independent decisions regarding the planning, organizing, and scheduling of work - to a higher degree than other administrative positions.

Job Requirements

Job Responsibilities:
  • Manages and plans the executive's time by making appointments, travel arrangements, and meeting arrangements. Requires coordination between departments and outside parties. Manages schedules and ensures time is used efficiently. Ensures leader has work time needed to accomplish objectives in addition to attending the required and requested meeting cadences. Finds other appropriate substitutes for the executive in meetings where he/she is not truly required.
  • Assists executive in tracking business goals, projects, requests, and daily priorities. Provides reminders and tracks status to ensure completion by target date. Follows up as necessary with others in the executives business or across the company to gather and consolidate information for executive.
  • Assembles and analyzes information to prepare a variety of documents including agendas, correspondence, memoranda, reports, and presentations. Prepares materials from very rough drafts into final materials.
  • Organizes large meetings/events including setting dates and agendas, planning logistics, meeting equipment needs, and more. This can include Town Hall meetings for entire business units.
  • Manages monthly BU Board Meetings as required including coordinating agendas, preparing presentation materials and posting on Corporate Portal, tracking attendance, and performing any follow up required.
  • Manages department supplies - technical equipment and office supplies - and the corresponding budgets associated with them. Adapts requests to the requirements of company guidelines or fit of the department budget.
  • Manages routine administrative processes for the department which may include: processing travel expenses, processing payments, and researching charges to department budget.
  • Assists in the onboarding process of new hires, internal transfers, contractors, or interns into BU, including obtaining office space, phone, computer equipment, and systems access. Serves as a source of business specific information for new hires including - key contacts, meeting cadences, routine reports, etc.
  • Manages BU/Department office space including floorplans, construction requests and office build-outs, and processes move requests, changes, and onboards in Corporate Online Tool. Balances requests with business budget and maximizing team productivity through effective space management.
  • Manages calls, mail and other inquiries to the executive and / or the business unit. Either handles inquiries, directs to the appropriate parties or disposition callers. Follows up with other departments to ensure requests are carried out as appropriate.
  • To varying degree assists the executive in the organization of his/her work. Sets up files (physical or digital), maintains key information, monitor emails, print materials needed for meetings, signature requests, and urgent or important items. Ensures routine items are handled within the organizational system of the executive.
Job Requirements:
  • A minimum of ten years of administrative experience.
  • Advanced level proficiency with a personal computer and Microsoft Office software. Knowledge of or the ability to learn other systems may be required.
  • Superior oral and written communication skills.
  • Ability to act as the representative of the executive in various situations and deal with others courteously and professionally, even in difficult situations.
  • Ability to balance many, and sometimes conflicting, priorities. Ability to keep deadlines straight and manage workload to business needs.
  • Maintains confidentiality when necessary; ability to judge situations that require discretion and acts confidentially even when not specifically directed.
  • Requires a comprehensive knowledge of departmental and company operations, policies, and procedures or the ability to become knowledgeable in an appropriate period of time.