Position Title : Executive Assistant

Executive Assistant

FLSA : Non-Exempt

Non-Exempt

Department / Cost Center :

Misc.

Reports to :

Senior Executive Assistant / Administration

Original Date : June 1, 2011

June 1, 2011

Revised Date : Job Code :

Job Code : 5205

5205

Grade :

Position Purpose : To manage multiple executives’ schedules and their work area consisting of administrative and executive support related tasks;

work independently and proactively with little or no supervision. EA purpose is to organize, support and control the schedule of the Senior Leadership suite, including, but no limited to, SVP of Mission and Community Development, VP and Chief Nursing Officer and VP, General Council.

To fill in for the EA of the President and CEO when needed. To develop professional documents, presentations, and written communications for each executive.

Interact with staff (at all levels) and display professionalism and confidentiality.

Essential Functions (list in order of importance including measures)

• Will be highly organized, skilled in developing presentations, professional documents, written communications, and the ability to work independently with little or no supervision.
• Manage executives workloads. Oversee, organize and maintains calendars to coordinate a variety of complex executive meetings.
• Monitor tasks delegated by the executives to their direct reports and others to ensure work is completed at the assigned timeline.
• Communicate professionally answering incoming calls and directing all calls to appropriate party promptly and efficiently.
• Ability to keep meeting minutes and transfer them to the appropriate forum for distribution as directed by the executive in charge
• Proactive approach to ensuring the assigned executive is prepared for their scheduled day.
• Communicate and handle incoming and outgoing electronic communications with preparation of presentation materials
• To fill in and serve as the EA of the President and CEO when needed and required.
• Prioritize and manage multiple projects simultaneously and follow through on issues in a timely manner.

Marginal Functions (list in order of importance)

Performs both essential and marginal job functions in a safe manner as identified by Saint Anthony Hospital and the respective department while adhering to the Hospital’s confidentiality norms and standards.

Actively and consistently demonstrates the core values of Saint Anthony Hospital in all interactions with others.

• Assumes responsibility for knowing and maintaining established hospital and departmental objectives, policies / procedures including general sanitation, safety, environmental and infection control standards.
• Participates in performance activities including problem identification, data collection, solution selection, implementation and evaluation.

Also assists in the care and maintenance of departmental equipment and supplies as appropriate.

Participates in staff meetings and other inservices, meetings or committees as required.

General Job Requirements (List any required knowledge, skills, experiences or training, including length of time necessary for proficiency, required to perform the job.)

• Excellent communication skills, problem-solving, organization, and ability to interact with all levels of professionals.
• Ability to work independently
• Ability to adjust priorities quickly and organize multiple tasks simultaneously.
• 2+ years experience supporting at the executive level
• Excellent calendar management skills, including the coordination of complex executive meetings
• Experience assisting management with the creation of PowerPoint presentations
• Strong knowledge of MS Office, including Word, Excel, PowerPoint and Outlook
• Experience scheduling travel arrangements for management
• Type 50 wpm

Reporting Relationship

Positions reporting to this position include : None

Machines, tools, equipment and work aids required : General office equipment ; Other Equipment Includes :

PI219030030

Vi is the parent organization of ten exclusive continuing care retirement communities (CCRC) in some of the nation's most desirable locales.

Vi's corporate office is located in downtown Chicago and employs 90+ professionals. Reporting to the EVP and Chief Operating Officer (COO), the Executive Assistant's primary responsibility is to provide executive-level administrative support to the EVP and Chief Operating Officer.

This position also provides administrative support to the SVP of Development and Facilities Management and the Vice Presidents of the Operations department.

As needed, the Executive Assistant provides support to the remainder of the Operations team members with the administrative aspects of their job.

Performs other duties as assigned.

Administrative Support to the EVP and COO

• Manages executive's calendar, including making appointments and prioritizing sensitive matters.
• Communicates with other executive assistants to facilitate executive communication and schedule coordination.
• Formats, prepares, and composes information for internal and external communication - memos, emails, presentations, and reports which includes materials for the Board of Director's Quarterly meetings.
• Coordinates and conducts research as directed using both internal and external sources of information and compiles the research results.
• See below for travel support to the EVP and COO.

Administrative Support to the Executives

• Coordinates travel arrangements including flights, accommodations, ground transportation, and schedules.
• Tracks expenses, maintains documentation and processes expense reports.
• Codes and processes vendor invoices in AP system.

Administrative Support to the Operations Department

• Acts as the point of contact among executives, employees, clients, and other external partners.
• Plans and organizes company events, meetings, and celebrations.
• Manages Operations department file system, organizing and tracking materials to be included in the files. Files and archives electronic and hardcopy documents, including reference materials, business cards, etc.
• Maintains contact database, task lists and calendar planning and provides daily coordination of and preparation for individual appointments, group meetings, meals, and other internal / external events.

Requirements

The qualified candidate will be self-motivated and demonstrate a high level of responsibility; possess excellent organizational, communication (particular emphasis on business writing) and analytical skills.

Must be able to use independent judgment, possess strong attention to detail, anticipate and prioritize issues, resolve problems and interact professionally with internal and external customers.

Ability to work with sensitive and confidential information in a professional manner. Prior experience as an Executive Assistant with a minimum of 5 years administrative experience supporting executive level and multiple individuals.

High level of proficiency in Microsoft Word, Excel, PowerPoint, Visio and Outlook.

High School degree or GED required. Bachelor's degree is preferred.

Vi offers competitive compensation and exceptional benefits. Ours is a luxury work environment where opportunities for career development are delivered in ways few companies can match.

Location Address

233 South Wacker Drive Suite 8400, Chicago, Illinois 60606

As an Executive Assistant with Baird’s Global Investment Banking team, you will directly support a team of senior level bankers relieving them of administrative tasks.

You should exude confidence in your capabilities and have an exceptional propensity for anticipating the needs and preferences of the bankers.

You must be organized, quality focused, highly energized, proactive, and efficient. Additionally, this role will require someone with great attention to detail, as well as advanced analytical and technological skills.

This position will involve frequent interaction with group heads, internal and external clients, and require strict adherence to client confidentiality and maintenance of active projects and critical information.

As an Executive Assistant, you will :

Manage and coordinate various calendars and synchronizing conflicting schedules for team calls, meetings, and events.

Focus on building strong relationships with bankers and peers through collaborative efforts and teamwork.

Maintain data integrity with accurate Salesforce entries and continuous data clean ups.

Arrange domestic and international travel and process, submit and track expenses; stay current on all Travel policies and procedures.

Maintain data integrity with accurate Salesforce entries and continuous data clean ups.

Assist with new hire on-boarding and off-boarding.

Produce high quality emails and messages to individuals at all levels of the organization.

Assist in editing spreadsheets and presentations, including printing and binding, for client meetings.

Work cooperatively with the administrative assistant’s team.

Lead and coordinate on ad hoc projects as requested.

Coordinate with the Conference Center team to reserve conference rooms and catering for internal and external meetings / events, catering, locations, vendors, etc.

What makes this opportunity great :

You will be learning constantly, whether learning by collaborating with other assistants, or simply learning by solving problems and tackling projects.

Enjoy the variety of tasks each new day brings. Our schedules are variable and incredibly exciting.

Energetic environment that will enable you to grow as a professional.

Unique culture that values diverse backgrounds and perspectives while emphasizing teamwork and a strong sense of partnership.

What we look for :

High school diploma or education equivalent required.

5+ years of proven administrative experience preferably in the financial environment.

Coordinate complex calendars and manage varying schedules for multiple bankers.

Detail orientated; strong organizational skills with ability to prioritize various tasks simultaneously.

Must be a proactive, quick on your feet , self-starter with excellent problem-solving skills.

Work independently with speed and accuracy.

Professional demeanor with strong oral and written communication skills.

Proficient with Microsoft Office products; Concur Travel / Expense system preferred.

Experience using CRM systems, preferably Salesforce.

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HYBRID

Application Deadline :

07 / 10 / 2023

Address :

111 W Monroe - 115 S LaSalle

Job Family Group : Business Management

Business Management

BMO Capital Markets is a leading, full-service financial services provider. We offer corporate and investment banking, treasury management, as well as research and advisory services to clients around the world. #bmocapitalmarkets

Performs a variety of administrative and clerical tasks, financial and human resources administration and provides professional support to one or more Managers and their direct reports.

The role provides general offices services ensuring all administrative and operational processes and control standards are followed, while seeking to determine, develop, and participate in implementation of improvement opportunities, contributing to the effective and efficient operation of the business group.

• Provides subject matter expertise and advice related to assigned strategic initiatives and act as relationship management for assigned initiatives.
• Builds effective relationships with internal / external stakeholders.
• Breaks down strategic problems, and analyses data and information to provide insights and recommendations.
• Gathers and formats data into regular and ad-hoc reports, and dashboards.
• Leads the planning, coordinating and implementing department events.
• Provides senior level administrative and operational support within a large, diverse team including one or more senior executives.
• Employs systems (e.g. customized exception reports, tracking reports etc.) to manage information.
• Integrates information from multiple sources to enable more efficient processes, enhanced analysis and / or streamlined reporting.
• Provides input into the planning and implementation of administrative programs.
• Coordinates and monitors budgets and reporting on results vs. budget.
• Provides coaching and mentoring to more junior administrative assistants to support them in developing capability to carry out current job accountabilities.
• Manages and monitors calendars and upcoming events. Dispatches meeting invitations, books meeting rooms and arranges for resources and other requirements in support of smooth and efficient meeting facilitation.

Supports the coordination and implementation of department events.

• Develops and maintains a filing system; ensures business and operational reports, forms, and other documentation, paper or electronic, are readily available.
• Supports the development of tailored messaging, which may include writing, editing and distributing communications (e.

g., correspondence, presentations, policies & procedures).

• Dispatches outgoing communications. Answers central phone line, responding to and resolving / escalating inquiries.
• Processes invoices for payment in adherence with documented processes and guidelines and vendor agreements
• Prepares and logs departmental expense claims and reports. Tracks expenses to ensure they stay within budget.
• Makes travel arrangements, booking flight / hotel reservations as needed.
• Liaises with internal business units and external vendors and participates in the local coordination and implementation of premises and building related matters including incoming / outgoing staff and contractors, relocations, office planning and new furniture requirements while ensuring minimal interruptions to business operations.
• Maintains supplies inventory by checking stock to determine inventory level; anticipating needed supplies; placing and expediting orders for supplies;

verifying receipt of supplies.

• Maintains and tracks overtime, on-call claims, staff vacations and absences in accordance with Bank and / or divisional guidelines to ensure consistency in entitlement and to determine staff availability.
• Coordinates training requirements for staff (research, booking, cancellations, confirmations, etc.).
• Collaborates with internal and external stakeholders in order to deliver on business objectives.
• Organizes work information to ensure accuracy and completeness.
• Focus may be on a business / group.
• Thinks creatively and proposes new solutions.
• Exercises judgment to identify, diagnose, and solve problems within given rules.
• Works mostly independently.
• Broader work or accountabilities may be assigned as needed.

Qualifications :

• Typically 7+ years of relevant experience in an administrative / professional support function, demonstrating progressive responsibility and post-secondary degree in related field of study.
• Specialized knowledge from education and / or business experience.
• Verbal & written communication skills - In-depth.
• Collaboration & team skills - In-depth.
• Analytical and problem solving skills - In-depth.
• Influence skills - In-depth.

We’re here to help

At BMO Harris Bank we are driven by a shared Purpose : Boldly Grow the Good in business and life. It calls on us to create lasting, positive change for our customers, our communities and our people.

By working together, innovating and pushing boundaries, we transform lives and businesses, and power economic growth around the world.

As a member of the BMO Harris Bank team you are valued, respected and heard, and you have more ways to grow and make an impact.

We strive to help you make an impact from day one for yourself and our customers. We’ll support you with the tools and resources you need to reach new milestones, as you help our customers reach theirs.

From in-depth training and coaching, to manager support and network-building opportunities, we’ll help you gain valuable experience, and broaden your skillset.

To find out more visit us at .

BMO Harris Bank is committed to an inclusive, equitable and accessible workplace. By learning from each other’s differences, we gain strength through our people and our perspectives.

BMO Harris Bank N.A. is an equal opportunity / affirmative action employer. All qualified applicants will receive consideration for employment without regard to sex, gender identity, sexual orientation, race, color, religion, national origin, disability, protected Veteran status, age, or any other characteristic protected by law.

Accommodations are available on request for candidates taking part in all aspects of the selection process. To request accommodation, please contact your recruiter.

Note to Recruiters : BMO Harris Bank does not accept unsolicited resumes from any source other than directly from a candidate.

Any unsolicited resumes sent to BMO Harris Bank, directly or indirectly, will be considered BMO Harris Bank property. BMO Harris Bank will not pay a fee for any placement resulting from the receipt of an unsolicited resume.

A recruiting agency must first have a valid, written and fully executed agency agreement contract for service to submit resumes.

Make your dream career a reality. It’s possible!

Onsite from the Chicago office

The Executive Assistant will be responsible for providing administrative and executive support to members of the James Hardie Executive Leadership Team.

This role will also manage a variety of administrative projects.

What You’ll Do :

• Assist the with a wide range of administrative activities and projects
• Manage the calendar and coordinate appointments internally and externally
• Coordinate in-person and WebEx meetings and calls
• Arrange complex domestic and international travel plans and itineraries; compile relevant information needed for travel and meetings
• Complete and submit timely expense reports
• Manage incoming calls and correspondence and respond independently to routine correspondence
• Prepare agendas and minutes for leadership meetings; ensure meeting notes and post-meeting follow-up and summaries are distributed as needed on behalf of executive
• Work with other leaders throughout the organization to gather updates and agenda items for meetings
• Assist in creation of presentation material for the leadership team and town halls
• Support compilation of board reports and packets
• Manage programs, events, meetings or conferences; arrange facilities and caterers, issue information or invitations, coordinate speakers and manage event budget;

coordinate all other meeting-related logistics

• Support activities between the office and regional offices
• Liaise with other departments, leaders, and assistants internally and externally
• Support C-Level and management staff with administrative help on an as needed basis
• Represent the executive and the company in a professional manner
• Maintain confidentiality of all corporate, personnel and team matters; maintain the highest ethical standards of business practice
• Offer suggestions to enhance and perfect administrative processes and procedures

The position responsibilities outlined above are in no way to be construed as all encompassing. Other duties, responsibilities, and qualifications may be required and / or assigned as necessary.

What You’ll Bring :

• High School diploma or equivalent required; college degree preferred
• Minimum of five years of professional executive administrative experience
• Advanced knowledge of all MS Office programs including Word, Excel, PowerPoint and Outlook required
• Excellent verbal and written communication skills with a strong command of grammar
• Ability to work independently with limited supervision and take initiative
• Strong ability to exercise independent judgment and make appropriate decisions
• Highly detailed oriented with superior organizational skills
• Demonstrated ability to prioritize, meet deadlines, and change course of action quickly
• Ability to maintain professionalism under pressure
• Demonstrated ability to work independently and proactively to solve problems
• Ability to successfully coordinate multiple projects simultaneously
• Ability to maintain confidentiality
• Positive attitude and the ability to be proactive, resourceful, and flexible
• Strong people skills, including the ability to work effectively as part of a team and build relationships throughout the organization

What You’ll Receive :

At James Hardie, we recognize that our success depends on our people. We've worked hard to build a generous and competitive benefits program that demonstrates our commitment to our employees.

Comprehensive low-cost co-pay Health Insurance; medical, dental, prescription, and vision insurance benefits for every 30+ hour full-time employee.

Insurance starts on day one!

• 401(k) Retirement planthat will match 100% of employees saved dollars up to the first 6% of your salary
• Paid holidays, paid vacation including Jury Duty and bereavement leave
• Wellness Program
• Employee Assistance Program
• Parental Leave
• Community Involvement & Sustainable Solutions - Fire Resistant Siding to Help Rebuild the Grizzly Flats Community James Hardie
• And more

Apply now and come home to Hardie!

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James Hardie Building Products Inc. is an equal opportunity employer, and all qualified applicants will receive consideration for employment without regard to race, color, gender, sex, age, national origin, religion, sexual orientation, gender identity / expression, genetic information, veteran's status, marital status, pregnancy, disability, or any other basis protected by law.