Executive Assistant

OPPORTUNITY 

Position: Executive Assistant (EA) to CEO and Office Manager

Reports to: Chief Executive Officer (CEO)

Location: Hybrid - Onsite presence is required 3-4 days per week - NMV Headquarters Waukegan, Illinois

Position Summary:

We are seeking a highly motivated, positive, team-oriented, detail & action-oriented contributor to provide high-level administrative and project coordination support to the CEO and Leadership Team. The Executive Assistant (EA) ensures smooth daily operations, facilitates cross-functional collaboration, and supports executive reporting, meeting preparation, and internal and external communications. The EA also ensures on-premises employee events and activities are executed in collaboration with the cross functional teams, primarily working with Sales, Marketing, Operations and HR leadership to execute best in class events. The EA also runs logistics for major company events such as Board meetings, Townhalls, and offsites.

Key Responsibilities:

• Manage calendars, meetings, appointments, scheduling, and travel arrangements, for the CEO and other key executives.
• Arrange travel, accommodation and itineraries for the CEO and other key executives.
• Provide expense report support to the CEO.
• Organize for and assist the CEO in preparation for Leadership and Board meetings (agendas, meeting notes, presentations, decks, logistics, purchasing of swag, etc.)
• Assist CEO with creation and coordination of Board of Directors quarterly meeting decks, company newsletters, external PR releases from the CEO, and other monthly and quarterly correspondence as needed.
• Create Townhall presentations and other internal and external facing power points and communications for CEO
• Leads planning and logistics for major company events: Townhalls, Leadership Team Offsites, Board Meetings, Company events such as the annual employee Cubs Game, Annual Awards Ceremony, Holiday parties, company BBQs, & community service outings.
• Lead bi-weekly leadership team meetings on behalf of the CEO: preparing the agenda, taking notes & follow up action items, generating reports and other necessary documents for meetings.
• Coordinate recurring meetings, cross-functional syncs, and company events such as Leadership and Management Team offsite retreats.
• Track internal AOP deliverables and maintain project plans and meeting follow-ups to support the CEO in delivering the company vision and strategy.
• Maintain executive communication tools and channels (Teams, SharePoint, CRM, AI tools, etc.).
• Oversees daily headquarters office management including maintaining office supplies & vendor relationships, managing employee mail dissemination, assisting Human Resources (HR) with purchasing employee holiday gifts and swag items, collaborating with on-site Operations for catering of employee, customer and other visitor meals, samples, swag and conference room bookings.

Qualifications:

• 5 years’ experience supporting executive-level staff or project teams.
• Excellent communication, organization, and tech skills (PowerPoint, Excel, Teams).
• High discretion and ability to handle sensitive information with confidentiality.
• Attention to detail and high standards for self and others while also able to deal with ambiguity and change.
• Proactive mindset and ability to anticipate leadership needs; able to “connect the dots” across the business.
• Experience in fast-paced, cross-functional environments; can roll up the sleeves to find solutions and operate with a collaborative and growth mindset.
• High EQ, with the ability to work in a multi-cultural environment, with experience European international experience a plus.
• Ability to deliver results while also mentoring others.
• Low ego approach to work; takes work seriously but keeps perspective and able to have fun with colleagues.
  

• 401k Plan and up to 4% company matching
• Health insurance
• Dental insurance
• Vision insurance
• Life insurance
• Health Reimbursement Arrangement or Health Savings Account
• Flexible Spending Accounts (FSA) – Health, Dependent Care, and Commuter
• Paid Holidays
• Paid Time Off (PTO)
• Tuition Reimbursement
• Paid Parental Leave
• Bereavement
• Short Term Disability
• Weekly paychecks
• Rewards & Recognition Programs
• Employee Referral Program
• Employee Assistance Programs (EAP)
• Annual Bonus Program