Executive office manager job description

• Supervises Receptionist personnel.
• Manages and maintains Executives schedules, meetings and calendars.
• Makes travel arrangements for Executive personnel.
• Produces, prints and sends correspondence and emails for the Executive leadership team.
• Conducts research, compiles data and prepares reports for Executive presentations.
• Prepares agendas and arranges events for committee, board, and other meetings.
• Present invoicing for Executive approval and submit to Accounting.
• Responsible for new hire on-boarding activities.
• Supports HR with recruiting and open house events.
• Manages budgets for and plans/organizes company events and celebrations.
• Use initiative to handle a wide variety of administrative support projects.
• Identifies processes and procedures that need improvement and applies a creative approach to problem solving.
• Use of independent judgement and discretion as it relates to responsibilities detailed above.
• Other duties as required.

Requirements and Qualifications

• High School Diploma or GED required. Bachelor's Degree preferred.
• 5-7 years' business-related experience; previously served as Executive Assistant or Office Assistant/Manager preferred.
• 2+ year's supervisory or team leadership experience mentoring and coaching other positions within a department.
• Knowledge of corporate office administration procedures.
• Working knowledge of mechanical (HVAC), electrical and plumbing systems.
• Intermediate experience with MS Office and Adobe products.
• Equivalent combination of education and experience will be considered.
• To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions.

Special Considerations and Prerequisites

• Possesses cultural awareness and sensitivity.
• Handles pressure situations appropriately.
• Enjoys working in a fast-paced environment.
• Demonstrated propensity to take initiative.
• Strong follow through and customer service orientation.
• Highly detail-oriented and must be able to manage conflicting priorities, while being extremely adaptable and flexible.
• Excellent interpersonal skills.
• Poised, polished professional that functions with a high level of integrity, confidentiality and excellence.
• General office environment must be able to lift 20 pounds.
• Ability to travel from one office to another throughout the day, some day or overnight travel required.

Who We Are

Textron Systems is part of Textron, a $14 billion, multi-industry company employing 35,000 talented makers, thinkers, creators and doers worldwide. We make things that fly, hover, zoom and launch. Things that move people. Protect soldiers. Power industries. We serve customers in industries spanning aerospace and defense, specialized vehicles, turf care and fuel systems.

Visit TextronSystems.com & Lycoming.com to read more about who we are and the products we make!

About This Role

We believe people should love what they do - in this role, you will be responsible for:

The Executive Assistant/Office Manager will primarily support the VP & Chief Information Officer, and the SVP of Human Resources and their respective departments, as well as manage various requirements to ensure the efficient operation of the office/facility.

Position Requirements:

• Coordinates office support for the Texas office including working with office supply; office equipment; facilities vendors, repairs, and landlord concerns. Periodic support for the Maryland facilities as needed.
• Contributes to the achievement of established business objectives and identifies process efficiencies.
• Assists in the planning, creation, and editing of executive-level presentations and materials, correspondence, spreadsheets, and other business documents.
• Coordinates adherence to deadlines and completion of reports and projects within the team.
• Acts as an extension of the executive leaders and team, working closely with other supporting positions.
• Schedules meetings, appointments and other events; notifies attendees, coordinates travel accommodations and makes necessary arrangements.
• Coordinates calendars for executive leaders including team calendars, plans meetings, conferences, and travel arrangements and processes expense reports.
• Schedules, prepares, and attends meetings to include documenting notes and to coordinate follow-up actions.
• Solicits topics and prepares agenda for Leader meetings, as well as manages appropriate flow of information to members of the HR & IT leadership teams.
• Sets up new vendors in Oracle, corrects billing issues, and processes invoices for benefits, charitable contributions, training, etc.
• Professionalism and diplomacy are required to interface with senior management, across organizations, internal and external customers, or government and community officials.
• Other duties and projects as assigned.

Qualifications:

• Exceptional computer skills including intermediate or higher-level proficiency in Microsoft Office Power Point, Excel, Word, Outlook and other business applications.
• Able to exercise a high degree of initiative, judgment, discretion and decision-making to achieve objectives including the ability to handle sensitive and confidential information.
• Demonstrates a high-level of integrity and a pro-active approach to customer service.
• Ability to communicate with remote executives effectively and proactively.
• Ability to handle complex assignment under minimal supervision.
• Strong planning and organizational skills and able to demonstrate key attention to details; demonstrated track record of project management.
• Strong interpersonal skills, including ability to form and maintain effective working relationships.

Education:

• High school diploma required. Associates or bachelor's degree preferred.

Experience:

• 5+ years administrative support experience

How We Care

At Textron Systems, our talented people make us successful. We promote an inclusive environment where we value individuality, differences, and unique perspectives.

Our Company is committed to offering employees opportunities to grow and develop. Our benefits and compensation packages are designed to help our talented employees excel and achieve their goals, so they can make a difference every day in and outside of the workplace. Below are just a few examples!

- Flexible Work Schedules

- Education Assistance

- Employee Resource Groups (ERGs)

- Career Development & Training Opportunities

- Wellness Program (including Fitness Reimbursement)

- Medical, Dental, Vision & 401(K) with Company Funding

- Paid Parental Leave

Are you a Military Veteran?

Textron's products and services are trusted everyday by those who protect our country. We are dedicated to hiring these Veterans and aim to translate their skills to make an impact on our Company.

• This is a full-time position located onsite at RUMC's Chicago location.
• In this key role, you will work closely with senior leadership.
• In addition to Rush's excellent medical benefits, we offer generous tuition and educational assistance, a retirement plan with a company match and opportunities to advance your career.

Position Responsibilities:

• Supports RUSH Digital and Information Services CIO, VPs, AVPs, and Directors.
• Coordinates all aspects of Leadership Team and other committee meetings as assignedschedules meeting room, room set-up, audiovisual and dietary needs; notifies meeting members of activities and appropriate background information; arranges and prepares agendas, attends meetings and accurately records and transcribes business of the meeting; distributes all written materials to attendees.
• Composes business documents; distributes reports, and other materials for programs and meetings
• Maintains adequate office supply inventory by proactively checking office equipment and workstations; initiates supply purchasing through SPD and Material Management; ensures access of supplies by team members.
• Creates and maintains expense files for accounting unit activities; investigates and resolves issues related to activities within accounting units.
• Processes check requests in a timely manner
• Arranges registration, travel and hotel reservations for staff as requested.
• Telecommunications Coordination, such as maintaining phone tree for IT Staffing
• Manages department employee hoteling and space assignments across locations
• Maintains security badge access to physical Digital & Information Services office spaces
• Proactively monitors department spaces for cleanliness and is operational, including reporting lighting outages, and non-functional door readers. Arranges repairs to department spaces as needed.
• Organizes office procedures and ensures effective day-to-day operations of the office.
• Coordinates with outside vendors as needed
• Exercises discretion and independent judgment in daily activities and executive administrative details of a confidential nature.
• Relays accurate messages to Administrative team, responds to requests for information, and follows through on all calls/requests to complete resolution.
• Maintains multiple calendars requiring extensive attention to detail for appropriate Administrative Team members; ability to make decisions regarding appointment priorities.
• Answers and screens incoming phone calls/visitors for executive leaders.
• Coordinates all aspects of Leadership Team and other committee meetings as assignedschedules meeting room, room set-up, audiovisual and dietary needs; notifies members of activities; attends meetings and accurately records and transcribes business of the meeting; distributes all written materials to attendees.

Position Qualifications:

• High school diploma/GED required.
• At least seven (7) years of progressive administrative experience, including office management.
• Prior experience supporting senior leaders.
• Must have experience working with all levels of leaders.
• Advanced software skills in Microsoft Office, including Excel, Access, and PowerPoint, scheduling/calendar software.
• Strong project and time management skills.
• Proactive and resourceful.
• Customer-focused.
• Excellent written and verbal communication skills.
• Ability to coordinate and prioritize multiple tasks, projects and schedules.
• Ability to work independently. Demonstrates strong ability to prioritize, plan, and anticipate needs based on email exchanges, meeting discussions, and leader conversation.
• Ability to interact effectively and efficiently with all levels.

Preferred Qualifications:

• Bachelor's degree
• Prior experience as a people manager

Company Highlights:

• Rush is an academic health system comprising Rush University Medical Center, Rush Copley Medical Center and Rush Oak Park Hospital.
• For demonstrating leadership in the use of information technology, Rush University Medical Center and Rush Oak Park Hospital have been listed among the most wired hospitals in the nation by Hospitals & Health Networks magazine.
• Rush was recently ranked among the top 20 hospitals in the nation by U.S. News & World Report.
• Rush offers a competitive salary, and valuable healthy living benefits including: health, dental and vision to help you maintain and improve your health. Rush also offers several ways to invest in your future.

Rush is an equal opportunity employer. We evaluate qualified applicants without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, veteran status, and other legally protected characteristics.