Administrative Assistant

Job Title: Administrative Assistant
Job Location: Chicago, IL
Job Duration: 6 Months (possibility of extension)
Payrate: $44.83/ hr on w2

Job Summary:

• The role of the Executive Assistant to the Chief CGA officer provides key administrative and logistical support that ensures that the Chief CGA officer has a well-managed and coordinated schedule, is well prepared for all meetings and is well supported on administrative requirements to enable him to focus on the most critical elements of his role.
• To be successful in this role the candidate will be able to anticipate potential issues, proactively problem solve, have a good eye for detail and develop a good understanding of the priorities and focuses of the Chief CGA officer in order to make decisions on priorities.
• With access to the email of the Chief CGA officer the EA will have visibility of emerging issues, priorities and requests in order to plan for appropriate time allocation and preparation and also will be uniquely placed to bring key information to the attention of the Chief CGA officer to ensure he is across requirements and can also provide direction or clarification as required.
• The EA to the Chief CGA has an important role in ensuring the professionalism and integrity of the office is upheld through professional and timely communication and responses, timeliness and always being well prepared and briefed.
• The successful candidate will be a team player able to successfully interact and co-ordinate with other MLT Executive Assistants to support effective operation of the whole MLT.

Travel Management:

• Anticipate and map out known future travel requirements.
• Identify suitable options for flights/hotels/transfers and create a workable itinerary with optionality.
• Anticipate potential requirements such as early check in, visa’s vaccinations, on ground logistics.
• Accurately book agreed itinerary, effectively manage and interact with travel agency on any required changes.
• Provide a detailed trip itinerary in both hard and soft copy with all relevant contact details and information.
• Ensure all details accurately reflected calendar including booking reference numbers, contact name and details.
• Ensure meetings and other engagements timings have sufficient travelled time allowed.
• Pro-actively monitor travel for disruption and identify contingencies.

Calendar Management:

• Effectively manage schedule, allowing for travel time or any other logistical requirements, including potential overrun to ensure Chief CGA Officer remains timely.
• Manage meeting conflicts based on importance and relevance and pro-actively seek to reschedule requested meetings as required.
• Build and use history / knowledge of priorities / relevance to decline meetings where attendance is not important.
• Manage in person attendees for meetings in Fulton market including meet and greet and escort as required.
• Manage Chief CGA Officer to ensure he is aware and prompt if required when he has to leave to get to a meeting location, monitor to ensure he is aware and ready for next meeting commencement.
• Ensure appointments in the calendar are accurate and up to date and automated reminders for 15 minutes prior are set.
• Include time zone information where a meeting will be held.
• Schedule and follow up meeting requests which may come in from external parties via email in consultation with Chief CGA Officer.

Email Management/ Time Schedule:

• Regular check emails and put place holders in the calendar for:
  • Pre-reads with pre-read attached allowing sufficient time based on the size of the document.
  • This would ideally be scheduled 1-2 days before the meeting depending on the schedule.
• Place in a folder emails that require approval and put time in the calendar for approvals based on the number required.
• Identify emails where a deck or detailed response is required and place time in the calendar for preparation of the required information in advance of the due date.
• Create calendar reminders for responses or documents.
• Maintain a to do list in outlook of tasks requiring action such as submissions/replies/approvals so you can see when they have been completed by me.

Expense Management:

• Accurately file and complete Client monthly expense submission and any out-of-pocket expenses.
• Track receipt upload and physical receipts.
• Capture and transfer receipts from email for hotels / electronic receipts.
• Follow up with Chief CGA Officer for outstanding receipts as transactions are received.
• File out of pocket expenses claims.
• Obtain names for meals and entertainment expense filing.

Collaboration:

• Work in collaboration with CEO EA and other Executive Assistants to co-ordinate events, meetings and other travel arrangements.
• Support CEO EA in Fulton Market events to ensure coordinated high quality service delivery.

CGA and Sustainability Team Support:

• Schedule regular meetings in accordance with agreed cadence.
• Provide EA support to Chief Sustainability and Impact officer.
• Ensure direct reports can get requested access on a priority basis if required.

General Support:

• Ensure manager is briefed on run of following day, highlight areas of awareness such as early morning calls, evening calls, key events.
• Remind manager of key items such as “remember passport.”
• Put appropriate reminders in Calendar.
• Maintain copies of visas, passports, personal credit cards etc. to enable completion of general requests for information.
• Book appointments, make restaurant reservations and provide other types of support as required.

Other Expectations:

• The Chief CGA officer is based in Chicago and when not travelling regularly attends the Fulton Market Office.
• To be effective in the role the EA is expected to also attend the office during these times with the exception of Friday which would be more on as on required basis or otherwise seen as designated work from home day.
• After the first three months in order to enable the candidate to Product knowledge and experience for which it is important to be physically present, greater flexibility will be available by agreement when the Chief CGA officer is traveling outside of Chicago.
• This would be in recognition of the fact that during these periods of travel including in different time zone the EA role may be required to provide support and co-ordination during non-standard hours as such able to work flexibly in order to enable this.