Executive Assistant

National Express LLC (NELLC) is the North American subsidiary of National Express Group, PLC, one of the premier transportation firms in the United Kingdom. We operate across 34 states and three provinces. All organizations share a strong commitment to provide the highest level of transportation safety, quality transportation, outstanding customer service and positive employee relations. National Express School (NEXS) operates more than 22,500 school buses, serves more than 550 school districts in 31 states and three provinces, and transports more than 1.3 million students on a daily basis. National Express Transit (NEXT) operations transport more than 22 million passengers annually with more than 2,800 vehicles. National Express Shuttle (WeDriveU) serves more than nine million corporate and university passengers annually. NELLC’s corporate headquarters, located in Lisle, Illinois, houses the administrative and corporate support functions for the organization. Our 290+ local customer service centers (CSCs) are supported by regional operations teams located throughout North America. Learn more at nellc.com.

PURPOSE: Using your strong knowledge of administrative practices, organizational procedures and information technology along with your ability to build/maintain positive working relationships, you will provide senior level administrative and organizational support.
POSITION RESPONSIBILITIES:

• Maintain/manage the master calendar for the General Counsel including setting up meetings, some of which may be complex involving different time zones
• Coordinate travel arrangements for General Counsel (and others) and prepare detailed itinerary.
• Coordinate and perform monthly activities to include, but not limited to: organizational charts, department list, and department monthly accrual reports (includes reaching out to internal and external people for input, prepare spreadsheet, set up meetings)
• Produce and proof well-written correspondence and memoranda, briefing papers, and other Executive level documents
• Participate in or lead special projects inquires and research requested by the General Counsel
• Interact professionally with internal (senior leadership, finance team members, etc.) and external (outside counsel, customers, etc.) customers
• Receive and act on telephone calls and mail from outside counsel, customers, and vendors
• Process invoices, including setting up new vendors
• Reconcile expenses using Concur
• Coordinate in person team meetings, outings, and special events, including catering
• Order department supplies
• Assist with check run on a rotating basis

Qualifications

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POSITION REQUIREMENTS:_*

• 4-year Degree in Business, English, or equivalent experience preferred; some college required
• 3+ years of experience in high-paced corporate environment supporting multiple stakeholders
• 3+ years of experience as an Executive Assistant in a Legal Department preferred
• Technically proficient in Microsoft Office Suite (Word, Excel & PowerPoint) and Abode required
• Intermediate to advance Excel experience preferred
• Strong project management skills and ability to multi-task under high pressure situations with a sense of urgency is a must
• Proven ability to gather, analyze and summarize data, both quantitative and qualitative
• Excellent written and verbal communication skills
• Self-motivated and target-driven
• Ability to conform to shifting priorities, demands and timelines through analytical and problem-solving capabilities
• Must be comfortable interacting with and interfacing with senior executives
• Must be able to build and sustain productive relationships with all business functions
• High degree of organization, time management and attention to detail
• High degree of confidentiality, professionalism, and customer service
• Ability to handle multiple priorities and consistently meet deadlines

At National Express our goal is to be a diverse workforce that is representative of the communities we serve. All employment decisions are based on business needs, job requirements and individual qualifications, without regard to race, color, religion, sex, pregnancy (including childbirth, lactation and related medical conditions), national origin, age, physical and mental disability, marital status, sexual orientation, gender identity, gender expression, genetic information (including characteristics and testing), military and veteran status, and any other characteristic protected by applicable law.

Job Type: Full-time