Executive Assistant And Office Manager- Levy-1247224

EXECUTIVE ASSISTANT AND OFFICE MANAGER
Levy Sector

About Levy
Headquartered in Chicago, Levy is the disruptor in defining hospitality at the most-recognized sports and entertainment venues, convention centers, and cultural institutions. With restaurant roots, Levy has created many of the country’s defining dining experiences by bringing restaurant-quality food and hospitality to places where people least expect it. Our experience includes the Super Bowl, Grammy Awards, US Open Tennis Tournament, Kentucky Derby, Coachella, EDC, Stagecoach, and NHL, MLB, NBA, NFL, and MLS All-Star Games.

Job Summary
This dynamic role will be based in Chicago with the expectation to work in the office Tuesdays, Wednesdays, and Thursdays. Mondays and Fridays generally have the opportunity to work remotely unless meetings or job responsibilities dictate in-person presence. The position acts as the OFFICE MANAGER for our headquarters at 980 N. Michigan Avenue and supports multiple C-Suite level executives.

The ideal candidate is passionate and eager to be part of the hospitality industry and demonstrates mastery of administrative support needs. In this role, you will be able to be part of and learn about our exciting business and incredible culture. A successful individual in this role is a strong communicator, proactive, collaborative, organized, detail-oriented, creative, and reliable.

Areas of Responsibility

Executive Assistant

• Managing day-to-day scheduling of executive calendars
• Coordinating with internal and external stakeholders at a high-level on behalf of the executives
• Ensuring that all logistical details are carried out seamlessly for internal meetings, off-site meetings, board meetings, and client meetings and presentations
• Booking business travel and actively monitoring for travel disruptions and any travel changes needed (this includes being available evenings and/or weekends)
• Demonstrating utmost professionalism in communication via phone, email, and in-person interactions
• Committing to responsive and timely collaboration with the executive team, clients, and multi-disciplinary leaders across the organization to foster strong relationships
• Providing clerical support including processing invoices and expense reports
• Facilitating and proposing ideas for effective follow up notes, gifts, cards, and awards when needed
• Planning and executing special projects, events, and initiatives as assigned
• Assisting in the development of presentations with the ability to create, edit, and contribute improvements

Office Manager

• Overseeing day-to-day office operations to ensure efficiency, productivity, and a well-organized work environment
• Directly managing and leading office ASSISTANT AND receptionist, as well as support schedule of administrative support staff for reception area
• Maintaining office supplies and equipment
• Managing office budgets, track expenses, and recommend cost-saving measures
• Liaising with building management and be familiar with procedures and contacts for office needs
• Overseeing office maintenance, including repairs, cleaning, and safety/security protocols
• Collaborating with vendors and service providers for facility needs, negotiating contracts when necessary
• Managing security protocols and emergency procedures to ensure the safety of all team members and visitors
• Providing clear and timely office related communication to team members, executives, and external stakeholders.
• Other duties as assigned.

• Excellent and professional written and verbal communication skills
• Experience working at an Executive Assistant level with senior management and senior level clients preferred
• Knowledge of MS office applications, including Word, Excel, and Outlook
• Ability to build a PowerPoint presentation, with design and creativity skills
• Ability to manage complex and highly confidential information
• Ability to work autonomously and across multiple tasks and reporting into different project teams
• Must be adept at problem-solving
• Must be able to prioritize and plan work activities as to use time efficiently
• Must be organized, accurate, thorough, and able to monitor work for quality
• High degree of personal organization and self-management