Executive Administrative Assistant

In recent years, Double Good has seen 40% year over year growth, and we’re excited about our future! We’re excited about the possibility of you joining our mission. We are looking for an Executive Administrative Assistant to join our growing People team.

Double Good’s Executive Admin will be a key partner to Double Good’s Executive Leadership Team in completing administrative tasks and activities, managing calendars, and proactively prioritizing and coordinating time commitment to utilize time more efficiently and effectively. This role will also work with Double Good’s Facilities Manager to complete office-related administrative tasks and ensure appropriate coverage at the front desk to welcome guests and visitors. The Executive Admin requires a strong bias for action, high attention to detail, and the ability to think ahead and navigate a fast-paced environment with a calm, solution-oriented mindset.

Location - onsite at our Elmhurst facility 

Responsibilities: 

Executive Admin -

• Maintains and manages calendars with emphasis on proactive planning as well as flexibility to accommodate changing needs/requirements
• Coordinates/schedules meetings and appointments including guest visits/tours, coordinates logistical requirements, prepares agendas, and coordinates catering (as needed)
• Completes projects using presentation software, spreadsheet software, and word processing software, with emphasis on PowerPoint presentations
• Manage agendas for regular department meetings and special events
• Maintains highly sensitive and confidential files
• Plan and manage travel arrangements including flight, hotel, car, and trip schedule of events/activities
• Provides proactive support in communications and coordination of tasks/planning
• Builds and maintains excellent relationships and communications with members of the administrative team, and other company team members and staff
• Organizes and facilitates on-site and off-site meetings for supported executives
• Acts as a liaison to internal partners, external partners, and customers
• Prepares reports and routine correspondence as required by the executive team
• Special projects and other duties as requested (ad hoc tasks)

Reception and Places - 

• Greet visitors, offer refreshments, and alert appropriate co-workers of their arrival
• Manage virtual visitor software by maintaining employee directory, running reports, and assisting visitors sign in and out as needed
• Manage conference room schedules and troubleshoot scheduling conflicts
• Maintain reception and office area to Company standards 
• Work with the People Team to maintain employee security access

Office Administration - 

• Manage the ordering, storage, and distribution of office supplies, snacks, beverages, and other break room/office essentials 
• Assist with internal shipping and receiving logistics, including incoming mail and package deliveries

Required Experience: 

• Associate of Arts degree in Business or Communication or equivalent combination of formal training and professional experience
• 5 to 10 years experience in an office setting supporting C-level executives
• Advanced knowledge of Google Workspace, Microsoft Office, Zoom, Slack, and HRIS platforms
• Excellent communication skills, written and oral; professional manner and customer service orientation/skills
• Exceptional attention to detail, superior organizational skills, and ability to look ahead and plan accordingly
• Ability to handle confidential and sensitive materials with professional discretion
• An upbeat attitude while engaging with people, leadership, and visitors
• Demonstrated ability to interface with all levels and departments within the organization
• A collaborative and flexible style, with a passion for change and continuous improvement

Nice to Have: 

• Your prior work experience includes time spent in a high-growth, fast paced environment 
• You have worked in a food-producing/manufacturing environment