Executive Administrative Assistant (Chicago, US)

LAZ Parking

Description

Want to hear something crazy? Cars only spend 5% of their time driving. Where do they spend the other 95%? PARKED!

LAZ Parking is one of the largest and fastest growing parking companies in the country. LAZ operates hundreds of thousands of parking spaces across the country. When it comes to parking, we’re the experts!

We are also a PEOPLE FIRST company. We often say “parking is our industry but people are our passion.” Our mission is to “create opportunities for our employees and value for our clients”. If you’re looking to join a growing company led by passionate people committed to being the best – contact us today!

The Spirit of the Position:

The Executive Administrative Assistant supports the Midwest Regional Office and Senior Vice President with a commitment to assist LAZ Parking in maintaining a professional and inviting office, as well as maintaining efficiency for our senior leaders. This role is responsible for providing support services to our regional team related to calendar and general office management, as well as administrative support as directed by the Senior Vice President for the Midwest.

Responsibilities:

  • Manage calendar for Senior Vice President
  • Screen incoming phone calls for the office of the Senior Vice President and regional office while providing professional, courteous assistance to callers.
  • Manage and maintain expense reports on a weekly/bi-weekly basis.
  • Open and distribute mail daily.
  • Plan and execute logistics for Midwest executive events (i.e. Executive retreats, Team meetings, lunches, etc.).
  • Handle a large volume of incoming phone calls, from clients and vendors related to operational and other inquiries.
  • Support the Senior Vice President with reporting requirements as needed.
  • Maintain office supply inventories and process orders as needed.
  • Ensure that phones and emails are answered at all times during office hours and all voicemails are answered and categorized for follow up.
  • Manage the supply of office equipment, machines or properties to the office.
  • Schedule meetings and book and manage travel for the Senior Vice President
  • Create agendas and arrange travel and meetings for regional office guests.
  • Coordinate the repair and service of office equipment.
  • Prepare correspondence, reports, memorandums, applications, certificates, permits and other materials from copy, rough drafts and other sources.
  • Establish and maintain filing systems.
  • Other related duties as required.

Education:

  • Associates Degree preferred.

Skills:

  • Advanced knowledge of Microsoft Office 365 including Excel and Word, strong Internet skills using external websites.
  • Proven ability to manage multiple tasks through to completion in a fast-paced environment.
  • Ability to work well with team members as well as independently.
  • Strong organizational skills.
  • Ability to communicate with all levels of the organization.
  • Demonstrated ability to prioritize and manage time in order to meet set deadlines.
  • Proven problem-solving abilities.
  • Attention-to-detail and high-level of accuracy required.
  • Commitment to confidentiality required.

Experience:

  • 1-2 years administrative experience.
  • 1-2 years related Executive administrative experience preferred, not required.

Physical Demands:

  • Ability to lift, push and pull at least 10 pounds.

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with qualified disabilities to perform the essential duties/functions.

FLSA Status: Non-exempt; full-time

To be hired, all candidates must pass a background check and pre-employment drug screen.

LAZ Parking is an equal opportunity employer. In all our employment practices, including hiring, we are firmly committed to provide equal employment opportunity (EEO) to all persons, regardless of race, color, religion, sex, national origin, disability, age, genetics, Vietnam era, special disabled, recently separated and other protected veterans, or any other characteristic protected by federal, state or local law. No question in our application process is used for the process of limiting or excluding any applicant's consideration for employment on such grounds.

LAZ Parking participates in E-Verify.

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