Administrative Skills, Analysis Skills, Architectural Services, Calendar Management, Communication Skills, Compensation and Benefits, Conference Management, Customer Experience, Data Entry, Detail Oriented, Establish Priorities, Executive Assistant Skills , Expense Management, Expense Reports, Food Delivery, Health Plan, Identify Issues, Java IDE (Integrated Development Environments), Leadership, Meeting Minutes, Microsoft Excel, Microsoft Office, Microsoft Outlook, Microsoft PowerPoint, Microsoft Word, Multitasking, Order Delivery, Plan Meetings, Prepare Correspondence, Problem Solving Skills, Project/Program Management, Purchasing/Procurement, Shading, Support Documentation, Team Player, Time Management, Training Program, Training/Teaching, Travel Planning, Willing to Travel, Writing Skills
Executive Assistant / Receptionist
Visual Comfort & Co. is the premier resource for decorative and architectural lighting, ceiling fans, system controls and automated shading solutions from the most influential designers in the world. We are proud to offer a market-leading range of premium products across categories, styles and price points, remaining committed to beautiful design and, above all, a world-class customer experience.
The Executive Assistant / Receptionist is responsible for collaborating with departmental leadership to ensure seamless administrative operations and managing reception in the Skokie office. Duties include managing expense reports, coordinating meetings and conferences, and facilitating various reporting and purchasing responsibilities. This role also supports and backs up other Executive Assistants. Additional responsibilities include supporting special projects with highly confidential and sensitive information. This role also engages with a diverse group of internal stakeholders at all levels of the organization as well as important external callers and visitors.
Visual Comfort Offers:
How Success Is Defined:
- Work with the executive to understand the Operations teams goals and objectives to effectively anticipate deliverables and follow up when necessary.
- Provide comprehensive administrative support, including managing calendars, scheduling meetings, and organizing domestic and international travel arrangements.
- Receptionist Duties Include: Managing walk-in traffic, package delivery, food deliveries, and phone messages.
- Act as a liaison between the Executive and internal/external stakeholders, demonstrating professionalism and discretion in all interactions.
- Prepare and edit correspondence, presentations, reports, agendas, special projects and other documents in support of objectives for the organization on behalf of the Executive and their team, ensuring accuracy and attention to detail.
- Provide support to purchasing and quality teams with JDE data entry, maintenance and analytical work.
- Manage sensitive matters with a high level of confidentiality and discretion.
- Prepare and manage expense reports.
- Coordinate leadership meetings, compile agendas, and capture meeting minutes, following up on action items as needed.
- Be responsive to emails/texts/phone calls with contact outside normal business hours.
- Use discretion, confidentiality and good judgement to handle matters.
- Ability to function well in a high-paced environment; performs additional duties as assigned by executives.
- Take ownership of special projects and initiatives as assigned, overseeing timelines, coordinating resources, and driving execution to completion.
- Works effectively with others in a team environment to accomplish organizational goals and to identify and resolve problems.
- Exhibits and adheres to the established Visual Comfort Company Values.
- Must demonstrate commitment, dependability, punctuality, and adherence to agreed-upon schedule while being present in the workplace to effectively collaborate and communicate amongst co-workers and teams.
What You Will Bring:
- Five or more years' experience as an executive assistant, supporting senior leaders
- Advanced proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook, Teams)
- Exceptional organizational and time management skills, with a strong attention to detail
- Bachelor's degree
- Demonstrated Project Management experience
- Proven ability to handle confidential information
- Demonstrates clear and effective communication including excellent writing skills
- Maintains confidential information with superior judgment and discretion
- Ability to manage multiple projects and people simultaneously
- Ability to prioritize and handle multiple tasks and changing priorities.
- Ability to achieve results both independently and through others by fostering a spirit of teamwork and cooperation
- Demonstrate exceptional communication across all contact channels, including email, chat and phone
- Available to work a flexible schedule including weekends, early mornings, late evenings to support international business partners
- Equivalent combination of education and experience will be considered for this role
Compensation Range: $69,000 - $80,000
Qualified applicants are considered for employment, and employees are treated during employment without regard to race, color, religion, sex, sexual orientation, national origin, age, disability, veteran status, gender identity, or expression, genetic information, or any other legally protected status.
To be eligible for this role, you must be authorized to work in the United States. We do not offer any type of employment-based immigration sponsorship for this role. Likewise, Visual Comfort & Co., will not provide any assistance or sign any documentation in support of any other form of immigration sponsorship or benefit including optional practical training (OPT) or curricular practical training (CPT).