Executive Assistant
HAVI Global Solutions - Downers Grove, IL

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About the Company

The HAVI Group owns and manages a global portfolio of businesses in the supply chain, packaging and marketing industries. From supply chain analytics and logistics to packaging design and sourcing to marketing and promotions activation, HAVI offers integrated and innovative solutions to complex business challenges. We are the brand behind our customers’ brands, enabling them to stay focused on their customers and strategies. Founded in 1974, HAVI today has nearly 9,000 employees and serves customers in more than 100 countries. We are professionally managed, privately owned, and we proudly serve many of the world's most respected brands.

We are looking for an Executive Assistant to support C-Suite level executives and provide high-level administrative assistance. This role requires a high level of confidentiality while handling day-to-day administrative duties and playing a key role in working on global projects and initiatives. This is a great opportunity for a pro-active, dedicated high contributor to make an immediate impact.
  • Daily administrative tasks: Calendar, Global travel, coordinating meetings, expense reports, e-mail communication management
  • Maintain appointments, scheduling, screening calls, strong follow up
  • Support special projects, prepare, edit, and review
  • Communicate and interact with various Executives, Clients and Assistants to arrange meetings
  • Create/prepare PowerPoint Presentations, Marketing Research, Proposals
  • Assist with management of key communication channels, including intranet and internet sites

Job Requirements:
  • four-year college degree or equivalent experience
  • Executive administrative (C-suite) experience of at least 5 years
  • Technology proficiency
    • Expert MS Office experience (PowerPoint, Excel, Word)
    • Experience with Adobe Illustrator (editing of pdfs and images)
    • Current knowledge of technology support services
      • Google Docs
      • Dropbox
      • Survey Monkey
    • Research and bring on new tools to help manage the role
  • Experience in managing busy Outlook Calendar and extensive Global travel
    • Track and proactively communicate needed follow up action items
    • Manage priorities throughout day and appointment coordination
    • Balance various calendar needs in alignment with executives travel/personal schedule
    • Proactively adjust schedules based on dynamic changing calendar
  • Strong organizational and time management skills
  • Displays accuracy, integrity, and timeliness in all completed work
  • Takes on problems and/or challenges graciously and develops solutions using resourcefulness, critical thinking, and judgment
  • Ability to interpret data and reports, research various companies, conferences, tools, etc. using the Internet and other means
  • Ability to work independently and under pressure and to meet deadlines
  • Strong communication (written and verbal) and interpersonal skills, with the desire to take direction and actively learn and grow in a dynamic and exciting organization
    • Ability to work with and develop relationships with other Admins on a client and global basis
  • Attention to detail and proofreading
    • Outstanding written communication
  • Ability to organize and plan and attend executive level meetings and gatherings
    • Manage conferences and logistics
    • Note-taking and meeting summary note preparation
    • Follow up and track expected deliverables
  • Manage and track expenses and expense forms

Interpersonal Skills
  • Eagerness/willingness to pitch in on ad hoc projects
  • Demonstrates initiative and anticipates needs of the business/executives
  • Sense of humor, high energy, confidence – projects professional image that reflects positively on the represented executives
  • High level maturity and ability to interact with all levels of employees and clients (both internal and external)
  • Maintain confidentiality of sensitive information and communicate with discretion


The HAVI Group provides comprehensive benefits offerings to all full-time employees starting on day one. Our benefits include options for medical and dental insurance, 401(k) plan with Company matching provision, profit sharing, flexible spending accounts, tuition reimbursement, life insurance, health and wellness benefits (including discounts on products & services), employee assistance program, and disability insurance.

We are proud to be an equal opportunity employer.

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