In the dynamic environment of A Little Unlimited LLC and it's sister company, Chicago North Shore Auctions, the role of an Executive Administrator is vital to ensuring smooth operations and supporting the senior leadership team. The ideal candidate for this position should possess a unique blend of skills and qualities to effectively navigate the challenges and responsibilities of the role.
About Us:
- At Chicago North Shore Auctions, we have over 40 years experience in selling personal property with specializations in Antiques, Asian Art, Jewelry, Silver, Vintage Couture, Fine Furnishings, Books, and Coins. The breadth and depth of our knowledge and experience gives us a competitive advantage to draw motivated buyers to our sales.
- Together Chicago North Shore Auctions and A Little Unlimited LLC Estate Sales offer flexible solutions to fit our client's needs. We review clients' property, ascertain the items of value, and explain the best selling options based on the facts of each situation. We offer estate sale services, consulting, brokerage, and auctions.
Job Brief
- The ideal candidate will have experience supporting leaders and excel in communication, time management, and organization.
- It is crucial to be proficient in using office tools and be adaptable to changes.
- A candidate will be at an advantage with experience in developing internal processes and managing budgets.
- It is also important for the candidate to understand and respect the emotional connections people have with the estate items being auctioned, and vital to show empathy, sensitivity, and respect towards both clients and team members.
- Effective communication, both verbal and written, plays a significant role in representing the organization professionally.
- Maintaining confidentiality, being attentive to details, and demonstrating problem-solving abilities are key attributes required for the role.
- Being flexible, compassionate, and proactive towards the emotional components of this business are qualities that will contribute to the candidate's success in this position.
Objectives of this role
- Support the CEO primarily and provide additional support to executive team members, as directed, to ensure that company goals and objectives are accomplished and that operations run efficiently.
- Establish and maintain documentation and correspondence with existing and potential clients, third party vendors, and employees.
- Represent the organization in person and on the phone – managing client interactions to help schedule and facilitate in-person on-site client interactions and appointments.
- Plan and orchestrate work to ensure that senior executives’ priorities are met, organizational goals are achieved, and best practices are upheld.
Responsibilities
- Manage professional and personal scheduling for CEO, including agendas, mail, email, phone calls, client management, and other company logistics.
- Coordinate complex scheduling and calendar management, as well as content and flow of information to senior executives.
- Provide administrative and office support, such as typing, dictation, spreadsheet creation, faxing, and maintenance of filing system and contacts database.
- Maintain professionalism and strict confidentiality with all materials.
- Organize team communications and plan events, both internal and off-site.
Required skills and qualifications
- Four or more years of experience in an administrative role reporting directly to upper management.
- Excellent written and verbal communication skills.
- Experience in developing internal processes and filing systems.
- Strong time-management skills and an ability to organize and coordinate multiple concurrent projects.
- Proficiency with office productivity tools, such as Google Workspace and Asana, and an aptitude for learning new software and systems.
- Flexible team player, willing to adapt to changes and unafraid of challenges.
- Ability to maintain confidentiality of information related to the company and its employees.
Preferred skills and qualifications
- Experience in overseeing budgets and expenses.
- It is a plus to have a car or one’s own means of transportation. Our office is located in Glenview, a 15 minute walk from the Glen of North Glenview Metra stop on the Milwaukee District North line, however we are often on location at homes in Chicago and the surrounding suburbs.
- It is also a plus to have prior knowledge or interest in auctions, antiques, asian art, jewelry, silver, vintage couture, fine furnishings, books, and coins.