Executive Administrative Specialist in Oak Brook, IL at Mauser Packaging Solutions

Date Posted: 3/19/2020

Job Snapshot

Job Description

Plant Name: Oak Brook Executive Office

Requisition ID:003925--Corp

Mauser Packaging Solutions is a $5B global leader in solutions and services across the packaging lifecycle, providing packaging worldwide to companies in industries from food, beverage, personal care and pharmaceuticals to chemicals, petrochemicals, agrochemicals and paints. Mauser Packaging Solutions offers its customers true sustainability at scale.

The executive administrative support specialist will support key members of Mauser Packaging Solutions executive team including the Global CEO, CFO, CHRO and Chief Procurement officer. This position requires a high degree of confidentiality and attention to detail.  In addition, the Executive Admin will prepare numerous power point and slide presentations on behalf of the EC team in addition to Board presentations.  We are seeking a highly efficient, self-directed professional to act as a key support to this executive team.


  • Provides all-inclusive administrative support to Executive Committee team members in a global organization
  • Manages calendars, schedules meetings and makes travel arrangements (particularly international) securing temporary visas and monitoring Executives travel documents expiry/renewals
  • Prepares and/or refines PPT presentations with input from EC members
  • Manages execution and storing of Executive PPT presentations; organizes collection of key executives’ resources (10Qs, audit and BOD documents, monthly statements) and ensures information is readily available
  • Maintains documents on file servers and repositories and manages time-sensitive, confidential information to ensure information can be easily retrieved
  • Effectively uses core technology applications, including MS Word, Excel, PowerPoint, SharePoint and Outlook
  • Organizes and researches background information on requests for executive approval or signature, and transmits signed documents back to the requesting parties
  • Coordinates executive meetings including: preparing agenda, coordinating schedules, ensuring audio/video support and taking minutes to distribute for follow up actions
  • Coordinates with Private Equity administrative staff as required (BOD meetings, Audit Committee meetings etc)
  • Approves invoices on the behalf of EC members in accordance with Delegation of Authority guidelines
  • Prepares and submits expense reports
  • Prepares and edits correspondence, various documents, complex reports and presentations
  • Organizes commercial (trade shows) and recreational events (Xmas luncheon) including the annual Sales Summit


Job Requirements

  • Associate degree in a relevant discipline or equivalent work experience; Bachelors preferred
  • 10+ years of experience supporting executives in global corporate environment
  • Experience and qualification as a paralegal professional a key asset
  • Experience in handling BOD, Audit Committee, IR and key senior key internal/external stakeholders a must
  • US OFCP / UK Anti Bribery training and experience required; Notary public certification preferred
  • Superior interpersonal and communication skills (verbal and written) - German as a second language an asset
  • Experience operating across several IT systems (SAP, CONCUR, Fusion, DocuSign) – proficient in handling virtual data and proficiency with cyber security
  • Ability to recognize and handle various level of confidential data, and manage (file, protect, dispose of such) accordingly
  • Exceptional attention to details, ability to anticipate and handle multiple priorities
  • Display working proficiency of calendar management tools, e.g. Outlook and various mobile devices




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