Executive Assistant

Ulta Beauty • Full-time • Chicago, IL, US • 1d ago

THE IMPACT YOU CAN HAVE:

The Executive Assistant provides a wide range of administrative support, splitting their time between members of the Marketing Leadership Team. The qualified candidate will bring their demonstrated experience supporting senior leadership by acting as a significant representative to the Marketing leadership team. They will be instrumental in supporting and/or representing our executive priorities, values/competencies, and goals.

The Executive Assistant will be responsible for managing executive’s schedules, travel and meeting arrangements, drafting correspondence and presentation documents, expense reporting, and communications to varying levels. The position requires independent judgment and analysis involving situations with frequent access to confidential and highly complex information. The qualified candidate must become knowledgeable of corporate policies and protocols to best support the Marketing Leadership team.

CORE JOB RESPONSIBILITIES:

Logistical support including schedules, agendas, communications, correspondence, presentations, business travel
Responsible for handling extremely confidential material relevant to company operations including phone calls, reports, presentations, meetings and other related items
Leads special projects and creates correspondence and materials for internal and external audiences
Collaborates with various staff and departments in supporting the Marketing leadership team
Plans, coordinates, and maintains executives' daily schedules by planning and scheduling meetings, teleconferences, and frequent, heavy travel arrangements
Responsible for handling inquiries and requests that vary in complexity, but can often require research and follow up
Proactively manages projects/deliverables/due dates – following up with project owners, key stakeholders, and employees as needed to meet assigned due dates successfully
Maintains a professional environment through demonstrating our core competencies in support of our Executives, visitors, and key partners
Demonstrates both the flexibility and adaptability required to meet the dynamic nature of Ulta Beauty’s business and the working styles of the Marketing leadership team
Develops & composes correspondence, reports, and presentations as requested
Maintains confidentiality at all times
Coordinates with other Executive Assistants and Administrative Staff to cover the area that is unavailable or needs further assistance
Maintains a high level of competence in the MS Office program suite

YOU'LL ACCOMPLISH THIS BY:

7+ yrs. of executive level assistant experience
Experience supporting multiple leaders simultaneously preferred
Most recent position preferably supporting an executive level leader of a publicly held company
Certified Executive Administrative Professional designation a plus
Extensive experience with calendaring, organizing meetings and making travel arrangements
Strong analytical, organizational and project management skills
Ability to handle multiple tasks at one time including managing multiple clients and deadlines
Superior planning and organization skills
Proficient with Word, PowerPoint, Outlook and Excel
Excellent communication and interpersonal skills and experience interacting with senior level executives and clients/brands/agencies/etc
Positive and professional demeanor
Takes a problem solving and helpful approach in dealing with others
Ability to handle the highest level of confidential information