Executive Administrative Assistant

Learning Resources • Full-time • Hybrid in Vernon Hills, Illinois, United States • $90,000 - $105,000 / year • 1m ago

Fast Facts

Join a dynamic team as an Executive Administrative Assistant, providing crucial support to the CEO and HR team in an engaging, award-winning educational toy company.

Responsibilities: Coordinate meetings and events, manage schedules, handle travel arrangements, and maintain confidentiality while supporting HR initiatives and leaders.

Skills: Exceptional communication, organization, and time management skills alongside advanced proficiency in Microsoft Office Suite.

Qualifications: 7-10 years of executive administration experience, especially with C-suite executives, and ability to maintain discretion.

Location: This position is based in Vernon Hills, IL with a requirement of being onsite 3-5 days a week.

Compensation: $90000 - $105000 / Annually

Position Description:

We are seeking a highly organized and proactive Executive Assistant to provide comprehensive administrative and executive support to the CEO, VP of HR, and the HR team. This role will periodically extend support to other members of the Leadership Team as well. The ideal candidate is a motivated individual with exceptional communication, organizational, and critical thinking skills. A deep understanding of executive-level support, the ability to coordinate large meetings and events, manage typical office tasks and administrative projects, and maintain strict confidentiality, are essential for success in this role. This person will also function as a liaison between the VP of HR and internal stakeholders, ensuring smooth HR operations and efficient workflow within the HR department and across the organization. This position will report to the VP of HR but have a dotted line to the CEO.

What you will do day-to-day (responsibilities):

Provide administrative support to the HR team on various projects and initiatives. This may include meeting preparation, data entry, interview scheduling, event coordination, employee mailings and/or report preparation.
Schedule and coordinate company meetings and events. This will require you to work as part of a team and send out calendar invites, review schedule coordination, room bookings, technology needs, catering arrangements, and assist with participant communications.
Manage general office tasks such as ordering office supplies, overseeing desk assignments, completing projects, and carrying out errands or general assignments from the HR department or CEO.
Use Concur to process periodic expense reports and review invoices, plus reconcile all monthly credit card statements.
Proactively oversee the CEO’s calendar, prioritizing appointments, and meetings, while proactively resolving any scheduling conflicts.
Periodically arrange and manage domestic and international travel for the CEO and/or the Leadership Team, including flights, hotel accommodations, ground transportation, and visa applications.
Take on additional responsibilities, special projects or assignments from company leaders.
Maintain the strictest confidentiality regarding sensitive information related to Human Resources, the CEO, and the company.
Other duties as assigned by the VP of HR, CEO, Executives, and/or the HR Team.

What we’re looking for (Key Performance Objectives):

Within the first two weeks, set up 1:1 meetings with each member of the HR team, VP of HR, and the CEO to better understand their needs.
Within the first 30 days, collaborate with HR to assist in reviewing all upcoming events and create a timeline of needs and priorities.
Within the first 90 days, demonstrate proficiency in organizing information, providing administrative support, routine meeting scheduling, expense reporting, travel and event planning for the CEO and VP of HR.
Within the first 180 days, help increase the productivity of the CEO, VP of HR and Leadership Team by recommending improvements to general tasks or assignments given to you.
Within the first year, work to better understand the business cycle and create a calendar to reflect all regularly scheduled events and meetings.

About our family of companies:

We are on a mission to bring learning to life! At our family of companies, Learning Resources®, Educational Insights, and hand2mind, we create a unique range of toys, educational products, and supplemental curriculum trusted by teachers and loved by families alike. At Voted among the Chicago Tribune’s Top Workplaces for five consecutive years, we are a 500+ person strong, family-owned global organization dedicated to helping kids succeed in school and develop a love of learning. In addition to high-quality, hands-on products like VersaTiles® and Cuisenaire® Rods, we make award-winning toys, including top sellers such as the Pretend & Play® Cash Register, the Farmer’s Market Color Sorting Set and Toy of the Year winner Botley® the Coding Robot as well as Educational Insights top sellers Kanoodle®, GeoSafari® Jr. series, and Playfoam™. We pride ourselves on being committed to our employee’s personal and professional development, a thriving culture, and a diverse, creative atmosphere. Along with our culture and competitive benefits package, we offer a variety of opportunities for training and development. We are looking for professionals who are truly just kids at heart! We hope you will join our award-winning team today!

Requirements/Ideal Attributes:

7-10 years of experience as an executive level admin, preferably supporting a C-suite manager
Advanced proficiency in Microsoft Office Suite (Word, Excel, PPT and Outlook)
Exemplary planning, organization, and time management skills
Excellent verbal and written communication
Ability to work independently and collaborate with teams across the company
Discretion and the ability to manage highly confidential information.
This role is required to work onsite, in our Vernon Hills office 3-5 days a week.

We are a drug-free workplace and an EEO employer.

Please note: This role will be filled by our internal recruitment team, so no assistance is needed from any outside staffing agency at this time.

Compensation Range: $90,000 – 105,000 annual salary – Actual compensation may vary due to other factors such as: years of experience, skill set or location. Total compensation includes profit sharing bonus potential, 401k matching, and a variety of other benefits (details can be found here).