Office Assistant/Executive Assistant

Part Time Office Assistant/Executive Assistant

South Barrington, IL Office

PRESENCE is a national, independently owned, natural products broker and service provider that was born from a desire to work in a progressive, vibrant and environmentally conscious industry while building communicative partnerships with other like-minded companies. We are passionate about taking better care of the planet and ourselves, we have high energy, strong standards, strategic vision and are committed to making natural and organic products the standard again. We love to learn, are on-trend and care about our teams and their well-being.

A little about this role:

This is a part-time office-based administrative position that requires partnering and working very closely with the Office Manager/Human Resources Specialist to help manage the daily operations of the South Barrington office. This position would come into the South Barrington office 4-5 days per week. We are hiring two Office Assistant/Executive Assistant positions to ensure consistent office coverage. One Office Assistant/Executive Assistant will work mornings, while the other Office Assistant/Executive Assistant works afternoons. This position also provides support to the COO, President, Senior Executive Vice President, Vice President of Sales, Senior Director of Sales and could assist other Executives.

A day in the life:

• Office Coordination – This position manages essential office duties such as (but not limited to) answering calls, sorting mail, maintaining a clean office, handling deliveries and office orders including KeHE orders, stocking the sample room, handling requests from employees as needed, and other necessary office requests.
• Event Planning - This position coordinates fun office events to boost employee morale and camaraderie, including but not limited to the following:
  • Monthly events- holidays and special days
  • Baby Showers and Milestone Birthdays
  • Summer Parties
  • Retirement Parties
  • Philanthropy Events
• Meeting Coordination: Organize logistics for team and/or client meetings. Handle accommodations, transport, meals, and set-ups. This may also involve running errands for the meeting.
• Building/Appliance Maintenance: Oversee maintenance schedules including cleaning services, appliance repairs, and landscaping and schedule service as needed. Working in conjunction with our Facilities Manager.
• Security/Safety Measures: Ensure the safety of the office with fire equipment checks, coordination of safety drills, and security system management.
• Special Projects/Errands: As necessary and/or requested.

• Executive Support: As an Executive Assistant, you are responsible for assisting with routine and daily tasks as defined by the Executive Team. This may include preparing agendas, making arrangements, booking travel, preparing and editing correspondence, PowerPoint and other presentations, other documents, and coordinating project-based work and provide personal assistance as needed. This may also include calendar management and expenses and meeting planning/execution. You will also be responsible for ensuring contacts are updated in our internal database.
• Brand, Sales & Customer Support: Manage requests from our internal teams as well as our manufacturer and retail customers. As a secondary contact to the sales and brand management teams, your role is to build relationships and bring synergy between brand and sales and assist with solutions/tools to support. Maintaining data integrity in our systems, building and maintaining sales and brand protocols, supporting all sales and brand tools and development of new protocol and new tools are a few examples of these needs.
• Schedule: In collaboration with other Office Assistant to ensure consistent office coverage. Scheduled hours vary between 16-20 hours per week.
  1. Must be flexible to work more hours during our busy time of year (Expo season, KeHE Road Mapping and/or any other events as notified).

This job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Projects and responsibilities may change at any time with or without notice due to our business, industry, and/or market changes. Additional travel may be required for industry tradeshows and/or company meetings and events.

What we are looking for:

• Dependable and Diplomatic: You're reliable and have a knack for navigating diverse personalities and challenges.
• Regular and predictable in person attendance in our South Barrington Office is required
• Attention to detail is critical
• Proficient with MS Office applications
• Flexibility to successfully multi-task in a fast-paced environment with a positive attitude
• Ability to manage time and deadlines independently
• Ability to lift 40 lbs on a consistent basis
• Clean driving record, reliable transportation, valid driver’s license and current insurance is required
• Prior office management and event planning experience preferred

Note: This role is adaptable and might see occasional shifts based on business, industry, or market changes. There may also be occasional travel for industry events or company meetings or picking up things for the office.

Salary: Part-time position, hourly rate commensurate with level of experience, location and current market landscape

Benefits: PTO, 401K with match, Employee Discounts, Employee Assistance Program, Wellness Program and more!

About Us: Visit https://www.pmidpi.com/our-culture/ to learn more about us