Administrative Assistant (Hybrid)

Overview

Topco Associates is currently seeking an Administrative Assistant (Hybrid) to join the Executive Assistant team in Itasca, IL. This position will be a hybrid role, with the successful candidate conducting work in our Itasca office three times per week and virtual twice per week.

 

Topco's mission is to provide solutions for our member owners, regional retailers, and wholesalers, and help them achieve a competitive advantage in the markets they serve. We aspire to develop high-performing teams to resemble the diversity of our members' shopper communities to drive greater innovation and creativity that ultimately enhances our business results, and the value Topco provides to its membership.

 

The Administrative Assistant will provide specific functional, procedural, and administrative support to manager, the finance department, and our membership. Also, coordinates daily office operations, managing schedules, handling both internal and external communications, and assisting with project management tasks. The ideal candidate will be highly organized, operate with an attention to detail, possess strong communication skills, and be able to work in a fast-paced environment.

Responsibilities

Manages finance department correspondence by preparing monthly reporting and distributing to the appropriate internal audiences including monthly “Blue Book” and Margin Reports.

Manages Member correspondence, maintains member distribution lists, and ensures records of member communication are logged and complete for retrieval. This requires highly accurate and precise communication review for communication such as: write-off statements, Annual dividend statements, Quarterly Accelerated Dividends and Dividend Forecasts, and corresponding letters.

Support project management tasks, ensuring deadlines are met and progress is communicated

Prepares summary reports and analysis as required.

Provides administrative support to a department or group of professionals that includes the handling of sensitive details and assignments but is not limited to expense reports, calendar management, phone calls, time tracking, meeting arrangement, and organizing travel.

Coordinates specific Finance Management projects as assigned by area Directors and/or Vice President.

Coordinates departmental meetings and arranges for meeting needs.

Manages, communicates and coordinates reports and presentations for member meetings.

Compiles/creates business presentations as needed for the department.

Assists in preparation for Topco member visits and presentations.

Will need to create reports, perform analysis, and potentially offer improvement suggestions for operational metrics for some departmental functions.

Will partner with the Finance Leadership team to coordinate department meetings and assist with activities that drive associate engagement and performance.

Helps obtain access and space for consultants, auditors, or other temporary staff additions for the Finance department.

Orders supplies for assigned teams.

Perform other administrative tasks and special projects as assigned.

Qualifications

Education:

High School diploma or equivalent; associate or bachelor’s degree preferred

 

Technical skills:

• Must have strong PC skills in MS Office package: Word, Excel, PowerPoint and SharePoint.
• Excellent written & verbal communication skills.
• Superior customer service attitude
• Ability to interact with callers, visitors and associates at all levels
• Ability to organize, prioritize, and accomplish multiple tasks with attention to detail.
• Ability to handle multiple tasks simultaneously in a fast-paced work environment, work well and remain composed in stressful situations.
• Exercises judgment and employs basic reasoning skills within scope of established practices and policies.
• Solid interpersonal and communication skills with a high degree of sensitivity for confidentiality.
• Ability to gather, organize and analyze data is preferred.
• Strong time management and follow-through skills.

 

Previous experience:

• 1-3+ years of business experience.
• Proven experience as an administrative assistant or in a similar role.
• Project management and coordination.
• Substantial customer interaction/management.

 

Other qualifications:

• Ability to analyze situations and develop creative solutions.
• Ability to be organized and detail oriented, to organize workload, set priorities, and meet deadlines on a regular basis.
• Positive attitude with a willingness to be of service to