Location : Bensenville, IL

Schedule: Monday-Friday 8:30 AM – 5:30 PM

Status: Full Time (Exempt)

Compensation: $65,000

$300 Sign-On Bonus After The Completion of the 90-Day Probationary Period

Job Description

Midwest Distribution is looking for an Executive Administrative Assistant who thrives in high-pressure, fast-paced environments where decisions must be made quickly and accurately. This role demands someone who excels at juggling multiple priorities while offering decisive, high-level support to top executives. As an extension of the executive team, you will be entrusted with significant responsibilities, requiring sharp analytical skills, the ability to foresee issues, and the agility to implement solutions before challenges arise.

The ideal candidate is someone who can identify and resolve critical issues with speed, has experience making high-impact decisions backed by thorough research, and isn’t afraid to take ownership of complex projects. You will be a key player in ensuring the smooth operation of the executive office and must have the ability to navigate ambiguity with confidence. This role requires someone who understands how to execute with precision, is results-oriented, and works well under pressure.

Essential Functions

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

1. Strategic Task and Priority Management

• Executive Priority Oversight : In this fast-moving role, you will plan and orchestrate tasks to ensure executives’ priorities are not only met but surpassed. You will be responsible for aligning their daily tasks with critical organizational goals, often requiring swift course corrections.

• Independent, High-Impact Decision-Making : You will be expected to make pivotal decisions autonomously, especially in high-stakes situations where executive input may not be available. Balancing conflicting priorities, foreseeing challenges, and ensuring timely execution are key.

• Strategic Planning and Execution : Manage projects and follow-ups with precision to meet company and departmental objectives. You’ll anticipate roadblocks before they occur and ensure executive operations run without disruption.

  2. Advanced Communication and Relationship Management

• Primary Point of Contact : Act as the executive’s right hand, maintaining critical relationships with internal and external stakeholders. Your communication must be seamless, direct, and strategic in managing highly sensitive matters.

• Internal and External Coordination : Ensure flawless information flow between executives and key stakeholders. Draft and review critical business communications, with an emphasis on clarity, diplomacy, and effectiveness.

  3. Project Management and Research

• Project Ownership : Take full ownership of strategic projects, from planning to execution. This role requires more than mere coordination—you will drive projects forward, often making key decisions that directly impact company success.

• Data-Driven Decision Support : Conduct in-depth research and data analysis to equip executives with the insights necessary for informed, high-impact decision-making. Prepare detailed reports, presentations, and documents that are not just accurate but actionable.

  4. Calendar, Travel, and Meeting Management

• Master Scheduling : Independently manage highly complex executive calendars, strategically prioritizing meetings, events, and engagements. Your ability to anticipate changes and optimize scheduling will be crucial to maximizing executive efficiency.

• Travel Mastery : Coordinate domestic and international travel with an eye for detail, optimizing routes, costs, and timing to ensure the executive’s time is used efficiently and effectively.

• End-to-End Meeting Management : Manage every aspect of executive meetings, from setting agendas and preparing materials to follow-up and ensuring all action items are tracked and executed.

  5. Financial and Operational Oversight

• Expense Mastery : You will have oversight of executive expenses, ensuring meticulous tracking, reconciliation, and reporting. Your work must be precise, compliant with company policies, and support overall financial goals.

• Budget Oversight : Support financial planning and budgeting for executive initiatives. You’ll be expected to provide data-driven insights that guide critical budgetary decisions.

  6. Confidentiality and Discretion

• Sensitive Information Management : You will be entrusted with handling and safeguarding highly sensitive information, including personnel and business matters. Absolute discretion is essential in this role.

• Autonomous Decision-Making : Exercise sound judgment in managing urgent, high priority matters on behalf of the executive, often without guidance.

  7. Office and Workflow Optimization

• Efficiency Architect : Identify and implement operational improvements to maximize executive productivity. Your role will require developing systems that streamline processes and enable the executive team to perform at their best.

• Process Development : Create and refine workflows that enhance the executive team’s ability to meet business goals efficiently, while staying adaptable in an ever-changing environment.

  8. Coordination

• Assist in the hiring, coordinating, and training of Brand Ambassadors

• Day to day logistics and coordination of distributors and sales representatives

  Competencies

• High-Pressure Decision-Making : Exceptional ability to make rapid, independent decisions in high-stakes environments where timeliness and precision are non-negotiable.

• Project Leadership : Proven track record in managing and delivering complex, multi-stakeholder projects under tight deadlines.

• Strategic Communication : Outstanding verbal and written communication skills, capable of navigating delicate situations with professionalism and clarity.

• Confidentiality : Ability to manage sensitive and confidential information with the highest level of professionalism.

• Time Management Excellence : Strong organizational skills, able to balance multiple critical deadlines while maintaining an eye for detail.

• Agility : Flexible and resourceful in fast-paced environments, with an ability to adapt to unexpected changes without losing focus.

  Supervisory Responsibility

  This position does not have direct supervisory responsibilities but will oversee and manage cross-departmental projects.

  Work Environment

  This role operates in both office and warehouse environments, with occasional exposure to noise and moving machinery. The position also requires the frequent use of standard office equipment such as computers, phones, and filing systems.

  Physical Demands

  While this is primarily a sedentary role, it will involve occasional walking, standing, and lifting of files or materials. The ability to move documents and access filing systems will be necessary.

  Position Type/Expected Hours of Work

  This is a full-time, salaried, exempt position. Standard working hours are Monday through Friday, 8:30 AM to 5:30 PM, but flexibility is required for weekend events or last-minute travel arrangements.

  Travel

  Regular travel is expected, often with short notice. The Executive Assistant will accompany executives on domestic and international business trips .

  Required Education and Experience

• High school diploma or GED required

• Minimum of three years of executive-level administrative experience

• Proficiency in MS Office Suite, including Excel, PowerPoint, and Outlook

  Preferred Education and Experience

• Associate or bachelor’s degree preferred

• Significant experience in project management or operations

• Experience handling highly confidential business matter

  Work Authorization

  Must have legal authorization to work in the United States.

  What We Offer

• Annual Performance Review-Up to 3% at 90-day Review. Up to 8% at yearly review

• Annual Perfect Attendance gift card Ceremony

• Casual Work Environment

• Employee Assistance Program

• Employee Birthday Celebration with Gift Card Distribution

• Employee of the Month Celebration

• Generous Paid Time off Program

• Insurance Coverage which includes Medical, Dental, Vision and Life Insurance

• Monthly Company Activities and Celebrations

• Monthly Manager Lunches

• Paid Holidays

• Potential for Advancement

• Spotlight Employee Recognition

• 401(k) with Employer Match

  Midwest Goods Inc. was founded in 2014 and is a wholesale distributor of vape and electronic cigarette products. We rely on meeting our ethical principles and maintaining our business integrity, as well as our approach to our business which we call Service Spirit, Team Spirit, and Spirit of Progress. In the spirit of service, we expect all of our employees to demonstrate professionalism, enthusiasm, integrity, and a welcoming attitude to our customers, vendors, and each other. Every day our employees combine their individual skills and contributions to achieve collective success.

  Our team spirit is based on a sense of shared purpose, communication, and mutual respect. Our business is to serve others and to continuously improve the services and products we provide. In the spirit of progress, we support and encourage all of our employees to shape their own future and to grow with the Company. We also encourage each employee to take the initiative and look for new, different, and innovative ways to better serve our customers and vendors.

  Midwest Distribution is proud to be an equal opportunity employer, seeking to create a welcoming and diverse environment. All qualified applicants will receive consideration for employment without regards to race; color; religion; genetic information; national origin; sex; pregnancy, childbirth, or related medical conditions; age; disability; citizenship status; uniform service member status; or any other protected class under Federal, State, or local law.

  Midwest Distribution is committed to creating a workplace that inspires and enables our employees to be the best they can be so that we can grow as a company, team, and family. We believe diversity, equality, and inclusion is vital to driving our culture, sparking innovation, and achieving long-term success.

  For all of life's occasions and everyday moments, visit Midwest Events (https://www.midwestgoods.com/midwest-events)