SR Administrative Assistant

Company Overview

Hilco Global, a subsidiary of ORIX Corporation USA, is a diversified financial services company that delivers integrated professional services and capital solutions that help clients maximize value and drive performance across the retail, commercial and industrial, real estate, manufacturing, brand and intellectual property sectors, and more. Hilco Global provides a range of customized solutions to healthy, stressed, and distressed companies to resolve complex situations and enhance long-term enterprise value. Hilco Global works to deliver the best possible result by aligning interests with clients and providing strategic advice and, in many instances, the capital required to complete the deal. Hilco Global is based in Northbrook, Illinois and has more than 850 professionals operating on four continents. Visit www.hilcoglobal.com

Position Overview

The SR Administrative Assistant to the CEO is responsible for providing comprehensive support to the CEO. This dynamic position requires the ability to anticipate needs, think critically, and offer solutions to problems with a high level of professionalism and confidentiality.

Provides executive support in a one-on-one working relationship. The SR Administrative Assistant serves as the primary point of contact for internal and external constituencies on all matters pertaining to the Office of the CEO. This also serves as a liaison to senior executive management and teams; organizes and coordinates executive outreach and external relations efforts; and oversees special projects. Must be creative and enjoy working within a small, entrepreneurial environment that is mission-driven, results-driven and community oriented. 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 SR Administrative 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.

Job Responsibilities:

• Provide sophisticated calendar management for CEO. Prioritize inquiries and requests while troubleshooting conflicts; make judgements and recommendations to ensure smooth day-to-day engagements

• Act as a liaison and provide support to all Executive staff. Arrange and handle all logistics for meetings and events: schedule meetings; draft agendas; develop, compile, and distribute presentation materials; and record meeting minutes

• Manages the CEO’s calendar, responding to requests for time and rescheduling when necessary. Makes appointments, schedule domestic and international complex travel arrangements (business and personal), assembles packets of information and prepares materials including itineraries, contacts, etc.

• Complete a broad variety of administrative tasks that facilitate the CEO’s ability to effectively lead the organization, including the following: assisting with special projects; designing and producing complex documents, reports, and presentations; collecting and preparing information for meetings with staff and outside parties; composing and preparing correspondence; maintaining contact lists

• Coordinate complex travel schedules and itineraries for both business and personal travel

• Serve as the primary point of contact for internal and external constituencies on all matters pertaining to the CEO, including those of a highly confidential or critical nature. Prioritize and determine appropriate course of action, referral, or response, exercising judgement to reflect CEO’s style and organization policy

• Work closely with the CEO to keep them well informed of upcoming commitments and responsibilities, following up appropriately. Act as a "barometer," having a sense for the issues taking place in the environment and keeping the CEO updated. Anticipate CEO’s needs in advance of meetings, conferences, etc.

• Provide "gatekeeper" and "gateway" role, providing a bridge for smooth communication between the CEO and staff, demonstrating leadership to maintain credibility, trust, and support with the Executive Team.

• Work with the Executive Team to coordinate the CEO’s outreach activities. Follow up on contacts made by the CEO to cultivate ongoing relationships

• Manage hardware, software, desktop support, internal telecommunications, and other strategic systems usage for the CEO office’s use

• Other projects/duties as assigned for the overall benefit of the organization

SUCCESSFUL CANDIDATES WILL POSSESS THE FOLLOWING QUALIFICATIONS:

• 10+ years of prior and significant C-Suite experience as an executive assistant in a Financial Services and/or Family Office environment

• Bachelor's Degree required

• Expert proficiency with Microsoft Office and desktop publishing software; ability to design and edit graphic presentations and materials

• Technical proficiency and problem-solving skills related to: IT infrastructure; IT support and troubleshooting; and cloud-based environments (web-based applications)

• Strong verbal and written communication skills

• Exceptional organizational skills and impeccable attention to detail

• High degree of professionalism in dealing with diverse groups of people, including Board members, senior executives, staff, community leaders, donors, and funded partners

• Make appropriate, informed decisions regarding priorities and available time

• Ability to complete a high volume of tasks and projects with little or no guidance

• Ability to react with appropriate levels of urgency to situations and events that require quick response or turnaround

• Able to maintain a high level of integrity and discretion in handling confidential information

• Excellent judgment is essential

• Ability to switch gears at a moment’s notice

• Ability to be available after normal working hours as working hours outside of standard business times will be required and expected

Work Environment:

• Thrive in an intense, do-it-yourself, start-up environment

• Ability to work well within a cross-functional team environment and diverse communities

Characteristics:

Anticipates Needs: Takes initiative and understands how to support the office. Solves problems and makes suggestions before concerns arise.

Adaptability: Able to adapt to any situation on the fly is critical. You need to be able to think quickly and efficiently no matter what comes up.

Poised & Professional:  Able to remain calm/confident, tactful, and exhibit good judgement while working under pressure and when interacting with high level executives and “type A” personalities.

Organized/Time Management:  able to think on their feet, organize a to-do list and prioritize tasks by the deadline. Able to keep track of multiple workstreams for different stakeholders and have a reliable memory and meticulous nature. Follow up and follow through with tasks and projects from beginning to completion.

Customer Service: Customer focused approach. Interacts with all stakeholders in a kind, courteous, and helpful fashion to support all Hilco. Helpful and reliable in offering support to clients and ensuring they have a positive experience

Annual base salary gross: $100,000-110,000. The base salary range represents the estimated low and high end of Hilco’s salary for this position based on geography. Actual base salaries will vary and will be based on various factors, such as candidate’s qualifications, skills, competencies and proficiency for the role. The base pay is one component of Hilco’s total compensation package for employees. Other rewards and benefits include cash bonuses, long term incentives, health insurance, accident and life insurance, and retirement benefits.  

Hilco Global is an equal opportunity employer. Qualified candidates will be considered on merits and without regard to race, religion, color, national origin, sexual orientation, genetic information, marital status, gender, veteran, or disability status.

Hilco Global strives to comply with all applicable local/state regulations regarding displaying salary ranges. Any offered salary is determined based on relevant factors such as applicant's skills, job responsibilities, prior relevant experience, certain degrees and certifications and market considerations. In addition, Hilco Global is proud to offer a comprehensive, competitive benefits package, with options designed to help you make the best decisions for yourself, your family, and your lifestyle. Available benefits are based on eligibility. Our Total Rewards package includes a variety of medical and dental plans, vision coverage, disability and life insurance, 401(k) plans, and a robust suite of personal well-being benefits to support your mental health. https://hilcoglobal.com/careers-about/