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Sr. Executive Assistant; Finance

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Date: Aug 14, 2019

Location: Libertyville, IL, US

Company: Hollister Incorporated

We Make Life More Rewarding and Dignified

Location: Libertyville 
Department: Finance 

Summary:

The Senior Administrative Assistant provides administrative/secretarial support to the SVP & Chief Financial Officer.  Performs normal office functions and may also be responsible for the maintenance, tracking, and reporting of information on systems specific to assigned functional unit.  Responsible for all administrative aspects including scheduling, filing, inbound and outbound telephone and other electronic communications, meeting logistics, travel arrangements, document creation/formatting, etc.  This role is responsible for appropriately representing the SVP to internal and external customers. The ideal individual will have the ability to exercise good judgment in a variety of situations, with strong written and verbal communication, administrative, and organizational skills, and the ability to maintain a realistic balance among multiple priorities. The Executive Assistant will have the ability to work independently on projects, from conception to completion, and must be able to work under pressure at times to handle a wide variety of activities and confidential matters with discretion

Responsibilities:

  • Office Administration
    • Creates and reviews documents according to management requirements
    • Prioritize and accomplish multiple, diverse tasks on an ongoing basis and for managing the workload and development of their team
    • Identifies and implements methods of improving daily operations
    • Organizes and maintains files specific to function or role
    • Answers telephone on behalf of the SVP & Chief Financial Officer, screens calls, and provides appropriate direction
    • Schedules meetings, appointments, interviews, and/or conferences.
    • Proactively assists the SVP & Chief Financial Officer with material and background for upcoming meetings and initiatives.
    • Makes appropriate travel arrangements for supported managers and/or associated personnel as indicated
    • Receives and distributes mail for assigned client
  • Functional System Data Maintenance/Administration
    • Owns and maintains Global Finance SharePoint site.  Collaborates on content and direction.
    • Facilitates regular, ongoing communications to the department and company via a variety of methods.
    • Maintains records and inputs data on function-specific software system, as needed
    • Runs regular departmental reports and may provide specialized analysis for specific departmental needs
    • Highlights trends, gaps, or issues with regard to data
    • Supports function processes such as Development Succession Planning, HPM, Annual Operating Plan, etc. as needed
  • Schedule Meetings
    • Coordinates agenda items
    • Attends and take/distribute minutes and follow up items as needed
    • Coordinates conference rooms
    • Registers attendees
    • Set up virtual meetings, videoconferences and conference call numbers
    • Coordinates catering (if applicable)
  • Calendar Management
    • For all SVP and CFO

 

  • Prepare monthly expense reports
  • Other tasks/projects as assigned
     
    Requirements:
  • 8 years’ experience in an  administrative support role with at least 5 year of success reporting to an Executive Level leader
  • Bachelor’s degree is required
  • Strong ability to maintain highly confidential information
  • Strong written & verbal communications skills
  • Proficiency in Microsoft Office products
  • Highly organized, task-oriented, and ability to prioritize multiple tasks
  • Must speak and write in English
     


Hollister Incorporated is an independent, employee-owned company that develops, manufactures, and markets products for ostomy care, continence care, and critical care and develops educational support for patients and healthcare professionals. We have been in business for more than 95 years. Our products are sold in more than 90 countries and we have manufacturing and distribution centers on three continents. At Hollister Incorporated, we are passionate about the work we do, and we are committed to making life more rewarding and dignified for our Associates and for the people who use our products and services. A career at Hollister Incorporated can take many paths, all of them leading to rewarding opportunities.

 

Hollister is an EO employer - M/F/Veteran/Disability

Job Req ID: 27570


Nearest Major Market: Chicago

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