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Executive Assistant

Date: Apr 23, 2019

Location: CHICAGO, IL, US, 60654-4203

Company: Grainger

BASIC FUNCTION: 

Operates independently to provide a wide range of administrative and decision making support of a highly responsible and confidential nature for the VP, Digital Architecture & Operations to meet business objectives.

Position based out of our downtown Chicago office, with occasional travel to our Lake Forest headquarters required as well.

 

KEY RESPONSIBILITIES:

  • Effectively manage the leader’s time through strategic and proactive calendar management and scheduling, including preparing any necessary documentation (e.g. agenda, presentations) for scheduled events.
  • Act as a partner and team member collaborating closely with Grainger’s Executive Administrative Professionals to establish, evolve and communicate the Grainger expectations and standards for the Administrative Business Partners. 
  • Provide guidance on coaching and development needs for Administrative Business Partners within the department and organization.
  • Acts as first point of contact for general department inquiries, providing superior customer service and ensuring all incoming requests (e.g. emails, phone calls, visitors, etc.) are prioritized and handled in a timely and professional manner.  Anticipate problems and ask probing questions in order to respond effectively.
  • Coordinate the activities of the administrative business partners in the department optimizing efficiency of support and providing opportunity for personal and professional development.
  • Provide input and insight into the performance of Administrative Business Professionals within the department.
  • Locate and gather highly confidential and sensitive information from the appropriate source to assist in resolving business issues.  Pursue information that is not readily available.
  • Coordinate onsite and offsite meeting planning including conference room reservations, meeting setup and implementation (including technology) and vendor management.  Meeting implementation may include, but not be limited to, managing invites, coordinating presentation content and handouts, recording meeting notes, action items, and audio, scheduling and launching online content, facilitating online questions from attendees during meetings, troubleshooting technical and logistical issues, and organizing follow up activities.
  • Schedule and manage complex business travel logistics and ensure leader has necessary documentation for travel (international and domestic)
  • Process invoices and expense reports and reconcile departmental expenses according to the T & E policy; resolve discrepancies as appropriate.
  • Manage multiple paper and electronic documents, and communication including composing, modifying, proofreading, or disseminating ( e.g. memo/letter, emails, reports, PowerPoint presentation, SharePoint updates, surveys, organizational charts or records managements).
  • Participate in department projects and functions including, but not limited to, training and team meetings.
  • Monitor, maintain, and order department supplies and manage associated budget; may own other department specific processes or activities.
  • Support the onboarding and departure process for department team members.
  • Contribute to team productivity efforts.
  • Provide indirect leadership and backup support for other Administrative Business Partners as needed.

 

REQUIRED EXPERIENCES AND COMPETENCIES:  

  • Previous experience as an Executive Assistant, particularly with five to seven of those years supporting Senior Management. C-Suite experience is a plus.
  • Bachelor’s degree or equivalent experience preferred.
  • Experience in a continuous change environment where quality improvement and organizational refinement is ongoing.
  • Thorough knowledge of business operations and organization and of the relationships involved at top management levels.
  • Comprehensive understanding of company policies, procedures and operations in order to perform a variety of administrative details.
  • Demonstrated ability to handle multiple projects and priorities and responsiveness to changes in those priorities.
  • Demonstrated effective organizational skills and ability to handle complex administrative details and determining the best approach/action to use in non-routine situations.
  • Ability to convey essential information clearly and concisely, both in writing and verbally.  Use of active listening skills while sharing information.  Understanding the audience and ensuring content and method of communication is relevant.  Representing the senior executive in all business communications, both internal and external.
  • Ability to deal with high level executives both internal and external in a professional manner.  Ability to act professional and respectful when dealing with complicated situations and/or people.
  • Experience in a Fortune 500 company is a plus.

 

Grainger is an equal opportunity/affirmative action employer.  All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, gender identity, sexual orientation, disability or protected veteran status.


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