Executive Assistant to Office of the CEO- Chicago, IL

Executive Assistant needed for private technology firm in Chicago, IL. The Executive Assistant will work for the Chief of Staff to support the CEO, providing first-class confidential, reliable and comprehensive support. You will be responsible for managing and prioritizing an exceedingly busy executive calendar and the day-to-day operations of the Office of the CEO. The Executive Assistant will organize and coordinate executive outreach and external relations efforts; and oversee various special projects. You will manage and monitor multiple Google calendar accounts, internal and external communications and all meeting and work-related preparation. You will also manage an executive assistant team. The ideal individual will have the ability to exercise good judgment in a variety of situations, with strong attention to detail, excellent written and verbal communication, administrative, and organizational skills, and the ability to maintain a realistic balance among multiple priorities. The Executive Assistant must be able to work under pressure at times handle a wide variety of activities and confidential matters with discretion. You will often be the first point of communication with the Office of the CEO and therefore must be professional, flexible, polite, engaging, trustworthy and efficient. 

Responsibilities:

Executive Support

• Completes a broad variety of administrative tasks for the Office of the CEO including: managing an extremely active calendar of appointments, completing expense reports, completing data entry, composing and preparing correspondence that is sometimes confidential, arranging complex and detailed itineraries, and agendas, and compiling documents for meetings.
• Manages task tracking, follow up and related output; creates internal reporting structure for the Office of the CEO to stay appraised of all updates and project status.
• Manages the Office of the CEO Executive team by establishing processes and procedures for efficient execution of all tasks.
•  Manages the creation/collection of meeting agendas, executes preparation in advance of all meetings.
• Provides a bridge for smooth communications between the Office of the CEO and all internal departments.
• Demonstrates leadership to maintain credibility, trust and support with senior management staff.
• Conserve executive's time by reading, researching, and routing correspondence; drafting letters and documents; collecting and analyzing information; initiating telecommunications.
• Manages all inbound phone and conference calls, mail, voicemail – takes note of action items and follow ups.
• Manage personal and corporate database of contacts, staying appraised of key relationship communication and tracking in Salesforce. Requires extensive data entry and management of Salesforce.

Special Projects

• Provides support to Office of the CEO team around any strategic initiatives that require administrative support
• Works with the team to ensure network outreach is completed.
• Executes all special correspondence projects (i.e. thank you cards, holiday card list, special events, etc.
• Maintains professional and technical knowledge by attending educational workshops; reviewing professional publications; establishing personal networks; participating in professional societies
• Manages and drives the creation and execution of all personal events with the Office of the CEO Executive team

      Compensation commensurate with experience and full benefits package provided. Applicants must have a minimum of 5-7 years of experience supporting a C-level executive. To apply or for more details, please email your resume to info@alteregoconcierge.com. 

Human Resources/Payroll Manager- Elgin, IL

Human Resources/Payroll Manager needed for private company in Elgin, IL. This position provides expertise in all Human Resources employee relations, policies, benefits and procedures. The HR/Payroll Manager will plan, direct, and coordinate in the areas of employee relations, policy and procedure administration, compensation, communication, implementation of policies, recruitment, and other HR duties as assigned.  The position is also responsible for the Payroll and will assume responsibility for the administration of the company’s time & attendance and payroll systems. The HR/Payroll Manager will plan, direct, and coordinate in the areas payroll taxes, record-keeping and reporting. The HR/Payroll Manager will assist and report directly to the CFO.

HR Responsibilities:

• Coordinate and enhance the relationship with employees and management to communicate various human resource policies, procedures, laws, standards and government regulations
• Coach, counsel and guide the process of employee disciplinary actions or terminations. Provides advice and counsel on personnel issues.
• Plan administrator for employee benefits (401k, medical, dental, visions, life). Including enrollment, termination and open enrollment meetings.
• Conducts needs assessment, develops training curriculum and conducts training sessions on various HR topics
• Coordinates recruiting, interviewing, selection and onboarding process for new hires.
• Conducts new hire orientation
• Manage Workers Compensation program and claims, FMLA, and personal leave information
• Prepare responses and participates in unemployment charges
• Responsible for the maintenance of confidential personnel files
• Provide support in business and employee policy and procedure administration
• Process separation of employment paperwork and manage exit interview process
• Conduct investigations into workplace matters, requiring confidentiality, impartiality and sensitivity 
• Responsible for data entry and running reports in HR database weekly and monthly
• Respond to employee questions and concerns regarding benefits and all other general HR related questions.
• Works closely with department managers and completes additional projects and tasks as assigned

Payroll Responsibilities:

• First point of contact for employees for time & attendance and payroll.
• Performs all activities necessary to process payrolls (weekly, bi-weekly, semi-monthly), including maintaining related records
• Enters and maintains integrity of data in the Company’s payroll/benefit/HR software including new hires, changes, and terminations.
• Processes voluntary and involuntary deductions such as child support, levies and garnishments
• Miscellaneous duties including employment verification's, unemployment wage requests, unclaimed check reporting, and filing.

Minimum Qualifications:

• Possession of a Bachelor's Degree, preferably in Human Resources Management or related field or a 4 year combination of education and experience. 
• Prior experience with Paylocity preferred.
• Five to seven years of experience at an HR administrative level
• Working knowledge of applicable HR and payroll federal, state, and labor laws
• A professional presence with excellent verbal and written communication skills
• Project a positive company image at all times and work with co-workers as a team to ensure success. Confidence to interact with all levels of management
• Ability to work with a geographically and culturally diverse team
• Ability to work multiple projects simultaneously
• Ability to exercise initiative, sound judgment, integrity, and consistency
• Ability to maintain highest level of confidentiality and integrity
• Ability to foster cooperative team environment and open communication
• Self-starter who can organize and prioritize; work under steady pressure with frequent interruptions.
• Experience in handling and safeguarding sensitive and confidential information.
• Proficient in Outlook, Word, Excel, PowerPoint, etc.

To apply or for more details, please email your resume to info@alteregoconcierge.com.