Executive Assistant in Hoffman Estates, IL at Sears Holdings Corporation

Date Posted: 4/2/2018

Job Snapshot

  • Employee Type:
    Full-Time
  • Location:
    3333 Beverly Road
    Hoffman Estates, IL
  • Date Posted:
    4/2/2018
  • Job ID:
    923551BR

Job Description

Req/Job ID: 923551BR
Employing Entity: Sears Holdings Management Corporation
Employment Category: Regular, Full-time
Job Function: Administrative/Clerical/Office Support
Store ID: 58491: Sears Holdings Management Corp

The Executive Assistant 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:
• Bachelors Degree
• Over 5 years of related experience
• 18 years of age or older

REQUIRED SKILLS:
• Bachelor's Level Degree or equivalent experience
• 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.


PREFERRED SKILLS:
• Bachelor's degree preferred

Job Requirements

JOB DUTIES/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.
• Completes ad hoc projects as assigned. Manages all projects as assigned from start to completion.
• Organizes large meetings/events including setting dates and agendas, planning logistics, meeting equipment needs, and more.
• 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.
• Act as the main internal contact for BU, answering questions and inquiries from associates in the business unit or other business units. Maintains BU email distribution lists, and may compose or forward information to BU associates, including on behalf of executive.
• 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 (e.g., sales calls where the executive have no interest). 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.
• May utilize the assistance of one or more administrative or clerical associates on a regular or project basis.
• May serve as a Lead to other administrative or clerical associates and manages workload and general performance. Generally will engage in the selection process for lower level administrative support in the business unit, helping onboard, train, and coach other administrative staff in the business unit.

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