Executive Assistant To Ceo

About Local Eclectic

Local Eclectic is a 10 year old international e-commerce jewelry brand based in Chicago. We sell jewelry from emerging and independent jewelry designers from across the globe and have a handful of in house brands that we design and manufacture in house. We’re a social first brand that has built an authentic community of brand loyalists. We are dedicated to providing a best in class customer experience and offering exceptional, unique and one of a kind products. We are passionate about creating and selling high quality jewelry that is accessible to everyone. At Local Eclectic, we believe that every piece of jewelry is a work of art, a symbol of personal expression, and a connection to something greater; jewelry tells our story. Our mission is to inspire creativity and empower women and this is woven into every aspect of our business. 

Our brand has grown rapidly over the past few years, and we are looking for a creative, entrepreneurial, self-starter to join our team as an Executive Assistant to the CEO. This job is currently being posted as a seasonal part time position with the opportunity to become a more permanent part time position based on the needs of the company for the right candidate.

The job involves multifaceted responsibilities in office management, including maintaining a well-organized workspace, ordering and managing supplies, coordinating custom jewelry orders, planning special events and staff meals, running errands, managing partnerships and gift shipments for the CEO, and efficiently handling the CEO's calendar and scheduling. This role requires excellent organizational skills, attention to detail, and the ability to juggle various tasks to ensure the smooth functioning of the office and support for the CEO.

Office Management

• Maintain a well-organized and tidy office environment
• Tidy office daily, wipe down counters in the kitchens, unload dishwasher, clean out the refrigerator regularly 
• Coordinate office logistics and ensure all office equipment is in working order
• Troubleshoot any problems or updates with building management and maintenance
• Assist in receiving deliveries and coordinating delivery arrangements when necessary
• Manage office supplies, snacks, and restocking when necessary
• Assist in managing incoming and outgoing mail and packages with the help of Operations Manager especially during peak holiday times – this may require traveling to UPS, Fedex or USPS on occasion

Supply Ordering

• Proactively monitor office supplies and place orders as needed to ensure a well-stocked workplace this includes everything needed for a well stocked bathroom and kitchen and all general office supplies
• Assist with shipping supply ordering and marketing collateral ordering when necessary
• Manage relationships with suppliers to ensure timely deliveries

Custom Jewelry Order Management

• Assist in managing custom jewelry orders, ensuring timely communication with customers and local jewelers
• Coordinate order tracking, production, and delivery processes
• Maintain accurate records and documentation related to custom orders
• Work directly with jewelers in downtown jewelry district to facilitate custom order production

Special projects

• Plan and organize staff meals, including breakfasts, lunches, and snacks for special events considering dietary restrictions and preferences
• Help to plan holiday events and team building experiences
• Keep track of expenses and manage the budget for staff meals

Assisting with errands

• Run errands as needed, which may include picking up and delivering items
• Assist with the CEO's personal errands 

Partnerships

• Assist in coordinating gifting and shipments for CEO and manage communication with brand partners

Calendar management

• Efficiently manage the CEO's schedule, including arranging meetings, appointments, and travel as needed
• Prioritize and help to plan daily activities to achieve optimal scheduling

Qualifications

• This role is based in Chicago and requires the candidate to be in office
• Previous experience in an Executive Assistant or office management role is preferred
• Strong organizational skills with an exceptional attention to detail
• Excellent communication and interpersonal skills
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook), Slack, Gmail, and social media
• Ability to adapt to a fast-paced environment and multitask effectively
• Proactive and resourceful problem-solving skills
• A high degree of confidentiality and professionalism

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