Administrative Assistant IV

Position: Administrative Assistant 

Location: 905 W Fulton Market Suite 200 Chicago IL 60607

Duration: 6+ Months (Long-term)

Key Responsibilities:

• Calendar & Schedule Management:

  • Proactively manage and coordinate a complex calendar, balancing priorities, travel logistics, and meeting preparation.

  • Resolve scheduling conflicts with discretion and understanding of the Chief CGA Officer’s priorities.

  • Manage meeting attendees, including greeting and escorting visitors at the Fulton Market office.

  • Ensure timely reminders and time zone considerations are in place for all appointments.

• Travel Coordination:

  • Anticipate and arrange travel requirements including flights, hotels, transfers, and visas.

  • Collaborate with travel agencies to manage bookings and adjustments.

  • Provide detailed itineraries with contingency plans and logistical details.

• Email & Communication Management:

  • Monitor the Chief CGA Officer’s email inbox for emerging priorities and requests.

  • Organize emails, schedule time for reviews, approvals, and preparation of responses or materials.

  • Maintain task lists and reminders to ensure deadlines and commitments are met.

• Expense & Administrative Support:

  • Manage accurate and timely expense reporting and submission, including Amex reconciliation and out-of-pocket expenses.

  • Maintain filing systems for receipts, passports, visas, and other critical documents.

  • Assist with booking personal appointments, reservations, and other ad hoc requests.

• Collaboration & Team Support:

  • Work closely with the CEO’s EA and other Executive Assistants to ensure seamless coordination across the MLT.

  • Support CGA and Sustainability teams with scheduling and administrative tasks as needed.

  • Assist with event coordination and provide support during company-wide initiatives.

• Proactive Preparation & Briefing:

  • Keep the Chief CGA Officer informed and prepared for upcoming meetings, calls, and events.

  • Anticipate needs and provide timely reminders for critical tasks such as document submissions, key contacts, and travel essentials.