paycor
Executive Assistant
Belle Aire Creations
Libertyville, USA
Full-time
Mid Level
Onsite
Discovered 1 weeks ago
Free
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- Own the CEO’s calendar end-to-end, including scheduling, prioritization, and protection of focus time across Belle Aire Creations, Givaudan parent-company commitments, customer visits, leadership meetings, and travel. Anticipate conflicts and proactively resolve competing priorities.
- Serve as primary point of contact and gatekeeper for incoming communications, including emails, calls, and requests from customers, brokers, suppliers, Givaudan leadership, and internal teams. Review, prioritize, summarize, and draft responses on behalf of the CEO.
- Coordinate domestic and international travel, including flights, hotels, ground transportation, customer visits, trade shows, and global company events. Prepare detailed itineraries, contingency plans, and ensure seamless travel execution.
- Organize meetings and engagements for the CEO, including scheduling, logistics, catering, and follow-up coordination.
- Prepare agendas, presentations, briefing notes, pre-reads, and customer or account dossiers so the CEO is fully prepared for meetings, customer visits, and strategic discussions.
- Attend meetings as needed to capture notes, action items, decisions, and follow-up responsibilities. Track deliverables through completion and maintain accountability across stakeholders.
- Coordinate with Givaudan corporate leadership and executive offices on reporting cadences, integration meetings, board materials, and cross-functional initiatives to ensure the CEO is informed, aligned, and prepared.
- Manage expense reporting and travel reconciliation, including credit card statements, reimbursements, receipt collection, and documentation in compliance with company policies.
- Review and approve sales team expense reports, ensuring supporting documentation is complete and expenditures align with company travel and expense policies.
- Plan and execute internal and customer-facing events, including leadership offsites, team meetings, customer hospitality across facilities, holiday events, and milestone celebrations. Manage vendors, budgets, logistics, and on-site execution.
- Handle confidential and time-sensitive information with absolute discretion, including M&A diligence materials, HR matters, compensation discussions, legal documents, and sensitive business correspondence.
- Project-manage CEO-driven strategic initiatives by tracking priorities, deadlines, cross-functional deliverables, and progress updates. Follow up with owners, escalate delays when appropriate, and maintain current dashboards and status reporting.
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