Executive Assistant to CEO & Office Manager

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Company: CoreFX Ingredients
Location: Chicago, IL

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JOB TITLE: Executive Assistant/HR Support/Office Admin

LOCATION: Chicago, IL

REPORTS TO: Chief Executive Officer

CoreFX Ingredients is a US-based food/beverage ingredient manufacturer which specializes in nourishing and nurturing bodies and minds. Our manufacturing facility is located in Orangeville, IL. Our Innovation Center is located in Chicago, IL.

JOB PURPOSE AND REPORTING STRUCTURE: The Executive Assistant/HR/Office Admin reports to the Chief Executive Officer. In this position you will provide direct administrative support and assistance to the CEO. Other aspects of the job will be to manage and coordinate office supplies, activities, and visitors as well as provide HR support in the Chicago office.

ESSENTIAL DUTIES AND RESPONSIBILTIES include the following. Other duties may be assigned.

Executive Assistant

  • Manage calendar; serving as a point of contact for CEO. Schedule calls, in person meetings and travel, prioritizing for customer’s needs. All calendar invites are done through Outlook.
  • Consistent reminders throughout the day and week for meetings; let applicable parties know of any delays or reschedules in a timely fashion.
  • Attend weekly catch up meetings with CEO, while also aligning weekly meeting for all of the CEO’s direct reports, as well as specialize teams.
  • Monthly review of CEO’s objectives to ensure we are in targets and on track for completion.
  • Communicate and obtain sign off for all NDA agreements, forward to Ornua Legal Counsel.
  • Manage Executive SharePoint folder.
  • Organize catering as needed for events/ meetings.
  • Coordinate company events including annual summer picnic, town halls, grand openings, etc.
  • Manage travel, booking all flights, accommodation and meals, where necessary.
  • Create itineraries before travel, share with Denis and any accompanying travelers.
  • Manage expenses- Bank of America Works and United credit card. Code al expenses in the system and submit personal card for reimbursement to Accounts Payable.
  • Manage CEO travel and expenses budget, aligning with monthly report given by finance team.
  • Assist in annual budget preparation for administrative/office.
  • Prepare presentations for customer, supplier, office, Board and Partner meetings.
  • Update and manage the Travel and Expense policy for CoreFX Ingredients employees; ensuring the best rate for lodging and rental cars. Manage employee sign off and adherence to policy.
  • Enter and update CEO’s business card list and import into Outlook contacts.

Office Administrator

  • Manage reception and main office line, ensuring coverage during all works hours. Define a backup for the phone system while you’re in meetings or unavailable.
  • Manage Chicago office visitor calendar/communication, greeting incoming guests.
  • Open, sort, and distribute mail.
  • Work with finance on monthly billing- UPS, Hinckley, Irv and Shelley (milk), etc.
  • Approve office/admin expenses with Finance team.
  • Manage all office supply ordering and replenishment.
  • Liaise with all departments for inventory and purchasing needs.
  • Responsible for ensuring all new employees have IT equipment and desk set up as needed.
  • Manage office cleaning contracts and evaluation of services.
  • Manage ordering and replenishment of employee business cards.

Human Resources

  • Assist HR lead with payroll execution.
  • Work with the Social Committee to organize events for the team.
  • Ensure CoreFX is maintaining the strategy of effective communication; support and follow up on employee surveys, analyze e-mail use where possible, collaborate with Human Resources on culture awareness.
  • Collaborate with HR in Orangeville to support employee needs/requests.

EDUCATION and/or EXPERIENCE:

  • 3 years’ experience providing support at a high level
  • Proficient computer skills and in-depth knowledge of relevant software such as MS Office Suite
  • Knowledge of standard office administrative practices and procedures
  • Bachelor’s degree preferred

KEY SKILLS AND COMPETIENCIES:

  • organizational and planning skills
  • communication skills
  • information gathering and monitoring skills
  • problem analysis and problem solving skills
  • judgment and decision-making ability
  • initiative
  • confidentiality
  • team player
  • attention to detail and accuracy
  • adaptability

Job Type: Full-time

Additional Compensation:

  • Bonuses