What are the responsibilities and job description for the Executive Assistant position at Integrated Project Management?
JOBOVERVIEW
Integrated Project Management Company (IPM) was establishedin 1988 to deliver professional consulting services to the Life Sciences, Consumer, Industrial, and Healthcare sectors.IPM's primary differentiation lies initsability toprovide unparalleled execution competency to ensure critical initiativesare plannedanddeliveredto ensure sustainable results. The Companyhas been recognizedfor itsvalues-based culture and uncompromising ethical disposition.
The Executive Assistant (EA) role serves as a primary resource for the CEO and, from time to time, the Internal Board members. The EA provides assistance, as requested, on projects ranging from scheduling, supporting business development, marketing, public relations activities, data compilation, and other liaison activities with prospective and existing clients, vendors, or contacts of any kind. Professionalism, confidentiality, and the ability to confidently communicate with executive-level individuals and other Executive Assistants are critical requirements. The EA displays a consistently authentic positive professional demeanor consistent with IPM's Fundamental Values.
PRIMARY RESPONSIBILITIES ANDDUTIES
Primary Responsibilities and Duties:
The Executive Assistant (EA) relies upon experience, judgement, and direction from the CEO to accomplish responsibilities that include, but are not necessarily limited to:
Strategic Partnership and Business Impact
- Exercise independent judgement in prioritizing executive matters and, where appropriate, act on behalf of the CEO to advance initiatives and resolve issues.
- Serve as atrusted, confidential"sounding board" for the CEOand other members of the Internal Board (IB)to gauge the tone and intent of communications, as well provide perspective on decisions.
- Lead and execute high-priority special projects on behalf of the CEO, often requiring cross-functional coordination and independent problem-solving.
- Work closely with the CEO to keep him well informed of upcoming commitments, responsibilities, and appropriatefollow-up. Prioritize conflicting needs and follow through on projects to successful completion.
- Contribute directly to the Business Planning Process through research to identify improvement opportunities and ensure evolution of theExecutive Assistantfunction.
- Support the business development efforts of the CEO including appointment follow-up, research, electronic filing, organization of business development correspondence, and effectively utilize software, such as Salesforceand 6Sense.
- Research and recommend memberships in special interest groups to supportthe IB'sbusiness development strategies.
- Provide a bridge for clear communication and maintain credibility, trust, and support between the office of the CEO and Company staff.
- SupporttheCEO'soutside Boardmembershipsand philanthropic task force activities.
Executive Communication& Relationship Building
- Promote consistency in the CEO's communications across internal and external audiences, ensuring messaging is clear, aligned,and effectively conveys the CEO's intent and objectives.
- Review and edit priority/key documents for IB members, including high-level external correspondence and performance appraisals for IB direct reports.
- Develop company staff meeting PowerPoint presentations for CEO, in collaboration with the Communication and Creative Services team.
- Support the development and coordination of the monthly 'Pulse Check' digital newsletter, including CEO messaging and employee engagement elements such as contests and games.
- Act in a "gatekeeper" capacity, creating win-win situations for direct access to CEO's time.
- Develop relationships with other EAs in support of CEO's networking and business development efforts.
Operational & Administrative Execution
- Prepare meeting agendas; monitor and respond to emails;schedule meetings;identify, invite,and confirm participants;determine facility arrangements when required;andcoordinatewith the Office Administration team, IT, and othersto schedule and prepare for meetings sponsored by the CEO.
- Applyingan understanding ofstrategicprioritiesand CEO objectives,screen and disposition calls and emails.
- Draft acknowledgement and thank you letters, personal correspondence, and other materials that facilitate the CEO's efficiency.
- Supportthe coordination and distribution of personalacknowledgmentstoIPM family members, clients, and friends.
- Prepare travel arrangements and associated expense reports.
- Leverage emerging technologies and AI tools to improve efficiency, communication and decision support.
Collaboration and Company Advocacy:
- Consistently represent IPM's philosophies and standards (as stated in Our Mission and Beliefs) in interactions with co-workers, clients, potential clients, etc. to portray a positive image and maintain and enhance IPM's reputation.
- Build and maintainstrong, communicative relationships with coworkers, clients,and others.
- Support IPM's established Annual Plan initiatives, as assigned by the CEO.
- Participate in meetings, conversations, and presentations in a manner which is concise, clear, and professional.
- Ensure timely follow-up to all personal commitments.
- Provideandreceive peer and supervisor performance feedback, as appropriate, to support continuous improvement.
- Complete activities that promote professional development, including Development Plan and training objectives.
- On an as needed basis, support other IPM functional departments and employees to ensure their success and to realize synergistic benefits.
- Comply with IPM's policies and procedures, including best practicesrelated toofficeoperations, safety, andprofessionalappearance.
REQUIRED SKILLS,KNOWLEDGE, AND PERSONAL CHARACTERISTICS
- Excellent communication, diplomacy, and interpersonal skills.
- Ability to apply ethical and moral deliberation in all decisions.
- Excellent software skills includingMS Teams,Word, Excel, Outlook, and PowerPoint.
- High aptitude to learn additional software, including Salesforceand 6Sense.
- Demonstrated strong organization and prioritization skills.
- Excellent writing and proofreading skills.
- Outstanding command of English grammar rules, applications, and word usage.
- Demonstrated work ethic, integrity, and professional conduct.
- Displayed ability to lead and contributetoa team environment.
- Ability to work in a hectic, fast-paced environment and handle deadlines and frequent interruption.
- Ability to work independently and with minimal instruction.
- Willingness to continually learn and growknowledge and skillset.
- Actively teaches and shares knowledge and isaconsistent,welcomingcollaborator.
REQUIREDEDUCATION,TRAINING, AND EXPERIENCE
- Bachelor's degree in business or language arts, or equivalent work experience.
- Ten years fast-paced office environment experience, including reporting to a senior management position.
Must be willing to work onsite in our office in Burr Ridge, IL. This includes Monday through Thursday onsite, with the option of working remotely on Friday. Please note onsite presence may be required on Fridays periodically.
Disclaimer: Where a specific pay range is noted, it is a good faith estimate at the time of this posting. The actual salary offered will be based on experience, skills, qualifications, and market / business considerations.Hybrid work policy may evolve over time to align with business needs.
IPM is an equal opportunity employer.We are committed to provide equal employment opportunities to all employees and applicants for employment.