Administrative Assistant

We Make Life More Rewarding and Dignified 

Location: ​Libertyville​
Department: ​Executive 

 

 

Summary:

 

The Administrative Assistant provides high-level executive support to the Board of Directors and Trustees, reporting directly to the Senior Executive Assistant. Key duties include office administration, charitable contributions administrator, managing expenses and travel for Board of Directors and Trustees, supporting meeting logistics and catering, ordering office supplies, and serving as backup to both the Senior Executive Assistant and the Executive Assistant to the CEO.

Hollister Incorporated operates in a hybrid work environment. Relocation is not available for this position.

Responsibilities:

 

Office Administration:

 

• Professionally represents the Executive Office
• Completes monthly expense reports for the Chairman of the Board, Board of Directors and Trustees
• Makes travel arrangements for the Board of Directors and Trustees
• Assists the Senior Executive Assistant with Board and Trustee meeting logistics and catering
• Orders office supplies for the Executive Office
• Assists with Legal governance requests 
• Provides backup support to the Senior Executive Assistant to the Chairman of the Board and Executive Assistant to the CEO

 

Charitable Contributions Administrator:

 

• Administrator for U.S. Charitable Contributions program
• Review and prepare all U.S. charitable contributions requests and assist with international contributions
• Maintain system and records for all U.S. and international contributions 
• Post team sponsored events and quarterly reminders on the matching program
• Provide Tax reports for Hollister internal Auditors
• Prepare and maintain annual budget
• Manage Hollister charitable matching program
• Manage in-kind donations
• Maintain Hollister charitable matching program site
• Maintain Volunteer opportunities site
• Assist with Volunteer Time Off (VTO) as required
• Policy – Assist Legal with creating updated policy language for U.S. Charitable Contributions program
• Review incoming sponsorship requests for donation consideration
• Reply to external charitable requests, events, Go Fund Me, etc. from internal departments
• Review and prepare all Hollister Associate contribution requests (including matching program)
• Provide guidance and assistance to Plant locations
• Maintain Plant locations contribution requests
• Manage all sponsorship events for galas, golf outings, walks/runs, etc. including finding a host, providing guest lists, creating the invite, booking transport, registering attendees, providing current Hollister ads, logo, artwork
• Providing stats and information for ERG Sustainability Report
• Process in-kind product donations and maintain record keeping
• Manage JDS Charitable Trust

 

Requirements:

 

• Associates degree preferred
• Minimum of 5 years as an Administrative Assistant

 

Specialized Skills / Technical Knowledge:

 

• This role requires a very high level of confidentiality, managing extremely sensitive information, and possessing solid independent judgment
• Must exercise good judgment in a variety of situations
• Excellent ability to understand emotional intelligence and adjust accordingly
• Must be flexible and customer service oriented
• Strong attention to detail
• Advanced computer skills, proficient in MS Office with advanced knowledge of PowerPoint and Word
• Intermediate knowledge of Excel

Essential Functions of the Role:

 

• Strong written and oral communication skills<