Job Description

ATS Life Sciences Chicago is a fast paced, exciting and progressive company experiencing incredible growth! We are currently looking for reliable, ambitious and hardworking employees to join our team. As a company, we pride ourselves on building a culture that values employees and promotes innovation, diversity, excellence in communication and commitment to personal/professional growth. Join our team and you will find we advocate a healthy working environment and opportunities to experience the rewards of contributing to a proactive and competent team.

The Executive Assistant will be responsible for providing administrative support to the General Manager (GM) and Executive Leadership Team (ELT) in a fast-paced, multi-tasking environment with extreme scrutiny to highly sensitive and confidential information.

ESSENTIAL JOB DUTIES:

• Schedule and manage appointments for the ELT.
• Support Human Resources, e.g. applicant phone screens, reference checks, onboarding, etc.
• Perform assigned delegation activities from senior management with decision and authority over several key functions within the organization:
  • Travel approvals and arrangements
  • Update weekly and monthly report postings and distributions
  • Manage Company store
  • Manage external website and social media
  • Manage and maintain internal communications, e.g., intranet site.
• Complete special projects as tasked by ELT.
• Coordinate Company events; coordinate all events 45 days in advance with General Manager (GM) for approvals. Once approved coordinate all major events to budget and timeline as well as communication a minimum of thirty (30) days in advance to all employees even if all details are not known for the event. Examples would include the Christmas party, picnic, golf outing, meetings, lunches, etc.
• Manage facility areas including pictures and advertising for conference rooms and lobby and Green Space
• Provide administrative support to General Manager and Leadership Team (LT):

• Create reports and summaries.
  • Compile meeting minutes including filing to International Standardization Organization (ISO) requirements.
  • Compose correspondence via email, fax, copying, and/or courier.
  • Schedule internal and external meetings and book meeting rooms.
  • Compile, maintain, and process all incoming mail.
  • Insure KPI reports are printed and posted monthly – remind ELT when due.
  • Maintain files and records, including storage.
  • Arrange travel as needed and monitor to ensure maximum efficiency and accuracy.
  • Support various departments with calendars, meetings, office supplies, projects, etc.
• Ensure that all business activities are performed with the highest ethical standards and in compliance with the ATS Code of Business Conduct.
• Process non-disclosure agreements (NDA’s) and other documents to support sales and visitors
• Process change order requests (COR) front-end and back-end administration
• Process bid document administration
• Prepare Company and special presentations for the GM.
• Block out calendars timely for strategic meetings, corporate visits, etc. and follow up with agendas when known.
• Update GM calendar with birthdays, anniversaries, customer calls, corporate calls, etc.

QUALIFICATIONS:

• A post-secondary diploma, degree or certificate in business or administration support.
• A minimum of two (2) years’ experience in a fast-paced administration support role.
• Individual must have an ability to communicate efficiently and effectively with people at all levels of the organization, both verbally and in written form.
• In addition, an ability to work with minimal supervision and guidance in a team-oriented work environment is mandatory.
• Strong computer knowledge with such programs as Microsoft Suite, Adobe, Visio, etc. is required.
• Good knowledge of Salesforce a plus or other customer relationship management (CRM) experience.
• Must be hands-on and able to meet deadlines for his or her responsibilities either directly or indirectly.

JOB SPECIFICATIONS:

• The employee may be required to stand, walk, push, pull, reach overhead, and bend to the floor.
• Exert up to 50 pounds of force occasionally, and/or exert up to 10 pounds of force frequently.
• Visual acuity – Normal requirements for reading written instructions and computer screens.
• Hearing ability – Normal requirements for understanding verbal instructions.
• Working conditions – The employee is subject to a normal office environment with occasional exposure to high noise levels and/or physical hazards when visiting manufacturing floor.
• Capable of wearing appropriate related PPE for extended periods of time.