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Executive Assistant to the CEO 

EOE StatementWe are an equal employment opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, gender, national origin, disability status, protected veteran status or any other characteristic protected by law.
Open Date 3/5/2018  
Category Administration  
Location Chicago, IL  
Req Number ADM-18-00001  
Full-Time/Part-Time Full-Time  
About the Organization Barcodes, Inc. is North America's leading provider of barcode, mobile computing, point-of-sale and RFID products and solutions. Launched in 1994, Barcodes, Inc. has earned its reputation as a top value-added reseller and integrator in the auto ID and data collection industry. We provide, integrate and support enterprise asset intelligence and mobility solutions. These solutions enable organizations to capture and manage data about their assets, people and transactions to improve productivity, provide an enhanced customer experience and achieve better results. We market to potential and existing customers via the industry's leading website,

Our office environment is casual, professional and friendly, fostering an open sharing of ideas and best practices while rewarding strong performance. We offer a full benefits package, PTO, a Pre-Tax Transit Account, Gym Reimbursement and much more. We are looking for highly motivated individuals to join our fast-paced, dynamic and rapidly growing company!  

This position will primarily support the CEO and President of Barcodes, Inc. This role will confidentially handle 3 specific categories for this group of executives: Executive/Personal Assistant, Office Manager, Marketing Coordinator. The ideal candidate must have attention to detail, organizational skills, poise, demeanor, professionalism, the ability to handle multiple duties under stress and time constraints, and project management skills in order to effectively execute the demands of the role. This person must be able to work independently to grow in the role and understand the leadership styles they will support. Confidentiality is a MUST for this role.

On occasion this role will support other VPs and Directors.

This role will also act as Office Manager and Event Planner for an office of 150 employees.

Executive Administration Support:

  • Fax, file, make copies, scan documents, prepare documents (i.e., put together packets, etc.), answer phones (be the gatekeeper, screen calls), schedule meetings/calendar management, develop professional correspondence

  • Book flights for CEO, President, VPs, Directors, and Managers

  • Take meeting notes

  • Order coffee, breakfast, lunch, etc.

  • Vendors/manufacturers coming in from out of town

  • Management meetings

  • Office lunches

  • Vendor showcases

  • Coordination for monthly board meetings which includes: meals for meeting, dinner reservations, pre-reading material distribution, and meeting space scheduling/set up

  • Manage Citibank statement expenses both personal and business accounts

Personal Assistant to CEO

  • May coordinate personal tasks for CEO, including travel and calendar management

Marketing and Office Coordination

  • Marketing Coordinator

  • Engage with Marketing department on various projects

  • Manage the MDF calendar

  • Run monthly marketing meetings

  • Invoicing/accounting

  • Coordinate vendor events/lunch and learns

  • MDF fund requests and fund claims

  • Marketing phone numbers

  • Office Manager

  • Order office supplies

  • Stock kitchens

  • Enter building maintenance requests

  • Coordinate carpet and kitchen cleaning

  • Office space planning

  • Schedule new hire meetings

  • Order business cards

  • Book employee travel

  • Reconcile AMEX charge/receipts

  • Manage building visitor log

  • Order gift cards

  • Event Planner

  • Plan/facilitate quarterly company events including March Madness tournament, Softball outing, Holiday Party, etc.

  • Plan/facilitate ongoing company events including happy hours, beer Fridays, end of month snack/drink delivery, wedding/baby gifts, monthly Birthdays/Anniversaries

Position Requirements

Job Requirements:

  • College degree or equivalent work experience

  • Five (5)+ years of experience supporting an executive team

  • Accounting and marketing aptitude

  • Travel administration experience

  • Calendar management experience

  • Office management skills

  • Event Planning skills

  • Communications skills

  • Ability to maintain strict confidentiality


This position is currently not accepting applications.

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