Administrative Assistant

The Role 

Our team is experiencing tremendous growth and in search of an Administrative Assistant. This role is critical to keeping our leaders punctual, organized and efficient, in addition to playing an overall support for the entire office. You are instinctually hospitable, and you beam with positive energy. You have impeccable attention to detail, an unquestionable work ethic and without fail, a high degree of integrity, professionalism and confidentiality. No job is too big or too small. We mean that literally, sometimes you'll be running to grab pizzas for a surprise lunch...all with a smile on your face. We are looking for that special someone to complement the administrative team and bring a team player attitude. 

This role requires onsite work 5 days a week. Your week will be split between our downtown Chicago HQ office & our Rolling Meadows office. You must have reliable transportation to get yourself between the two locations. 

Responsibilities 

Executive/Senior Leadership Administrative Support 

• Balance multiple tasks while improving the efficiency of our Senior Leadership Team members 
• Proactively identify and anticipate scheduling, functional needs, action/follow-up items, priorities and planning 
• Coordinate travel arrangements: booking flights, arranging applicable transportation, lodging and meeting accommodations, both international and domestic, when necessary 
• Perform data entry and general expense management 
• Event and meeting planning, create and distribute agendas, take notes and provide follow-up, as requested 
• Prepare background materials for every meeting on a timely basis 
• Develop strong working relationships and communication with various levels and locations of the organization  
• Perform additional administrative duties as requested, including personal assistant requests (i.e. dinner reservations, packaging gifts and holiday treats, placing orders), with a smile on your face 
• Handle a high volume of confidential and sensitive information with the utmost professionalism and maintain confidentiality of all information 

Accounting Administrative Support  

• Compile and sort invoices and checks for imaging and distribution 
• Handle incoming mail and distribution to appropriate team members 
• Obtain second signatures as required for checks and distribution accordingly 
• Manage the check printing and mailing process 
• Act as support and backup for Finance systems administration 
• Manage the vendor onboarding process 
• Assist with completing employee claims   

Qualifications  

• 2+ years of experience in an administrative role
  • Experience supporting Senior leaders preferred 
• Strong working knowledge of Microsoft Office (Excel, Word, PowerPoint & Outlook)
  • Experience with Expensify or an expense management system is a plus 
• Highly motivated, self-directed, innovative and able to work independently or among teams with keen judgement, common sense and resourcefulness 
• Excellent organizational and multi-tasking skills with commitment to quality work 
• Incredible attention to detail (in fact, include the following statement in your cover letter: "I'm excited to elevate the Administrative Team") 
• Adapts and thrives in a demanding and fast-paced environment, including flexible and/or extended hours, as needed 
• Superior communication and interpersonal skills (verbal, non-verbal, written), with the ability to build relationships at all levels, both internally and externally 
• Exceptional customer service and "high touch" capabilities with exemplary follow-through  
• Energetic, empathetic, and open-minded with an infectious positive attitude 
• Understands and complies with the rules, regulations, policies, and procedures of GTI and the cannabis industry 
• Consistently operates with a high level of professionalism and integrity, including dealing with confidential information 
• Ability to anticipate needs, find alternative solutions and be proactive in achieving desired outcomes 
• Strong project management skills, including the ability to prioritize and manage multiple projects 

Additional Requirements 

• Must have reliable transportation to get to both office locations 
• Must pass any and all required background checks  
• Must be and remain compliant with all legal or company regulations for working in the industry  
• Must possess valid driver's license 
• Must be a minimum of 21 years of age 

 

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