Coordinator- Executive Administration

Job Description

Position Summary:  

A successful Executive Assistant candidate will be organized, detail-oriented, self-motivated, and able to handle confidential information. They should be comfortable navigating a fast-paced environment with a demonstrated ability to respond to changing workloads and priorities. Must be able to communicate clearly and to handle multiple assignments and people simultaneously. 

 

Job Description: 

The Executive Assistant is required to perform a range of duties to support their Executive(s) including but not limited to: 

• Management and maintenance of calendars and as the primary point of contact for external and internal requests that require attendance or attention of the executive.  

• Coordinate logistics for travel and events while ensuring accurate monthly travel & expense reporting. 

• Maintain meeting cadences and team routines, including meeting agendas, meeting notes, and proactively scheduling any follow-up meetings. 

• Prepare or coordinate the preparation of correspondence, forms, reports, or presentation materials as required for executive communication. 

• Prepare and handle confidential information with trust, discretion, and interface appropriately with internal and external clients and senior executives.  

• Responsible for invoicing and vendor management as needed. 

• Assist with event planning and coordination for internal team meetings or events, all-hands meetings, summits, etc. 

• Help to drive positive employee culture and engagement in the organization where needed. 

• Ensure quality control, proofreading, and editing of documents and communication where necessary. 

• Perform ad-hoc administrative work and projects as needed.  

 

Minimum Qualifications: 

• Administrative experience supporting Executive, Vice President, or Director-level individuals.  

• Ability to support and interact with all levels of management.  

• Advanced knowledge of Microsoft Office suite (PowerPoint, Excel, Word, Outlook); familiar with business technology including but not limited to web conferencing, TEAMS, Zoom, eRoom, SAP, Ariba, WorkDay, Concur, etc.  

• Experience and proficiency working with automated expense tracking, online travel and booking tools, etc.  

• Excellent organizational, communication, and social skills with a keen attention to detail. 

• Ability to exercise initiative, work independently and proactively follow-up.   

• Ability to anticipate needs and make decisions with minimal direction. 

• Ability to work overtime as needed. 

• Poised under pressure and flexible to adapt in a fast-paced environment. 

Location(s)

Chicago/Aon Center

Kraft Heinz is an Equal Opportunity Employer that prohibits discrimination or harassment of any type. All qualified applicants are considered for employment without regard to race, color, national origin, age, sex, sexual orientation, gender, gender identity or expression, disability status, protected veteran status, or any other characteristic protected by law. Applicants who require an accommodation to participate in the job application or hiring process should contact NATAI@kraftheinz.com .