Covetrus is a global animal-health technology and services leader dedicated to empowering veterinary practice partners to drive improved health and financial outcomes. We bring together products, services, and technology into a single platform that connects our customers to the solutions and insights they need to work best. Our passion for the well-being of animals and those who care for them drives us to advance the world of veterinary medicine.
The Chicago Office Manager / Executive Administrative Assistant will work in close partnership with our CTO. This position requires strong organizational skills, an extremely proactive nature, resourcefulness, and creative problem-solving skills with a willingness to go the extra mile to solve any issue. The EA / Office Manager will be an essential part of the team and have a hands-on role utilizing their knowledge of and experience with PowerPoint, Excel, and other tools to create presentations and effectively communicate data sets through engaging materials.
This position will be onsite full time - Mon-Fri in our Chicago office located at 401 N. Michigan Ave. Suite 1600, 16th Floor, Chicago, IL 60611.
ESSENTIAL DUTIES AND RESPONSIBILITIES
Other duties may be assigned.
Serve as the primary point of contact for all matters pertaining to the CTO's team managing a wide range of administrative and support tasks.
Provide Office Management of the Chicago office
Coordinate Chicago office logistics including space planning, visitor coordination, supply management, and maintenance requests, ensuring the office meets the needs of local staff and visiting executives.
Partner with HR, IT, and Facilities teams to support employee onboarding, workspace setup, and office-related initiatives at the Chicago location.
Expertly manage complex calendars with great attention and detail. Plans, coordinates, and ensures the schedules are followed and respected. Provides “gatekeeper” and “gateway” role, creating win-win situations for direct access to senior leader’s time and office. Prioritizes conflicting needs; handles matters expeditiously, proactively, and follows-through on projects to successful completion, often with deadline pressures.
Exhibits strong interpersonal and organizational skills, great attention to detail as well as excellent listening, verbal and written communication skills.
Build rapport to effectively bridge communication between assigned senior leader(s) and others within the organization and externally, operating with tact, able to maintain confidence as necessary.
Complete critical aspects of deliverables with a hands-on approach providing content creation for presentations and correspondence utilizing Microsoft Office, delivering high quality outputs. May proofread and edit prepared content.
Organize, manage, and submit expense reports in a timely manner utilizing Concur.
Responsible for meeting logistics and coordination for virtual and on-site meetings including technology, presentation, preparation and distribution of meeting materials, preparation of meeting spaces, and coordination of catering services.
Oversee day-to-day operations of the Chicago office, serving as the primary on-site point of contact for facilities, vendors, and building management to ensure a well-functioning and professional work environment.
Ensures total awareness of company’s initiatives and objectives, and effectively serves as backup coverage for other executive leadership team administrative assistants.
SUPERVISORY RESPONSIBILITIES
No
QUALIFICATIONS
EDUCATION AND/OR EXPERIENCE
Associates Degree preferred and/or equivalent years of administrative experience.
Experience of 3+ years as an administrative assistant for a Senior Vice President or C-Suite executive.
Experience as Office Manager
Strong communication (both written and verbal), leadership and time management skills.
Strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail.
Proficient with the use of computers and software programs (Windows, Microsoft Word, Excel PowerPoint, ChatGPT, Claude etc.).
Critical thinking, interpersonal and problem-solving skills.
CERTIFICATES, LICENSES, REGISTRATIONS
None
COMPETENCIES (SKILLS AND ABILITIES)
Ability to juggle multiple projects, priorities and re-prioritize as necessary in order to align with current business objectives.
High level of customer service aptitude.
High level of motivation, self-starter, ability to quickly identify what needs to be accomplished.
Excellent communication skills and problem solving abilities.
Willingness to roll up your sleeves.
Ability to interact with employees at all levels.
Well organized and detail-oriented with good follow-up skills.
Proficient in Word, Excel, Outlook, Gmail.
Experience managing a physical office location preferred.
PHYSICAL DEMANDS/WORK ENVIRONMENT
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Extensive computer work
Ability to lift up to 25 lbs.
We offer the following benefits for you to take advantage of while you are here provided you meet the eligibility requirements under each governing program:
401k savings & company match
Paid time off
Paid holidays
Maternity leave
Parental leave
Military leave
Other leaves of absence
Health, dental, and vision benefits
Health savings accounts
Flexible spending accounts
Life & disability benefits
Identity theft protection
Pet insurance
Certain positions may include eligibility for a short-term incentive plan
Covetrus is an equal opportunity/affirmative action employer. All qualified applicants will receive consideration for employment without regard to sex, gender identity, sexual orientation, race, color, religion, national origin, disability, protected Veteran status, age, or any other characteristic protected by law.
Skills Required
- 3+ years experience as an administrative assistant supporting a Senior Vice President or C-suite executive
- Experience as an Office Manager or managing a physical office location
- Proficiency with Microsoft PowerPoint, Excel, Word, Outlook and general Microsoft Office
- Experience creating and editing presentations and data-driven materials
- Experience using Concur for expense reporting
- Strong written and verbal communication, interpersonal and problem-solving skills
- Strong organizational, time management, and attention to detail skills
- Ability to manage complex executive calendars and act as gatekeeper
- Ability to lift up to 25 lbs
- Associate's degree preferred or equivalent administrative experience
- Familiarity with AI tools such as ChatGPT or Claude
- Experience coordinating with HR, IT, and Facilities for onboarding and workspace setup
Covetrus Compensation & Benefits Highlights
The following summarizes recurring compensation and benefits themes identified from responses generated by popular LLMs to common candidate questions about Covetrus and has not been reviewed or approved by Covetrus.
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Leave & Time Off Breadth — Paid time off is described as a notable part of the package, including paid holidays and vacation time, with additional mention of paid sick leave in some cases. Time-off flexibility is also referenced positively via flexible or “unlimited” PTO for certain roles.
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Healthcare Strength — Medical, dental, and vision insurance are presented as core, standard offerings with broad coverage categories. Health insurance is characterized as reasonably solid in coverage even if not positioned as best-in-class.
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Retirement Support — A 401(k) plan is available and is repeatedly paired with mention of a company match structure. The match is framed as present but modest compared with richer market alternatives.
Covetrus Insights
What We Do
Covetrus specializes in the production and distribution, inventory management, software and prescription management for veterinary care. Covetrus is a global animal-health technology and services company dedicated to empowering veterinary practice partners to drive improved health and financial outcomes. We’re bringing together products, services, and technology into a single platform that connects our customers to the solutions and insights they need to work best. Our passion for the well-being of animals and those who care for them drives us to advance the world of veterinary medicine. Covetrus is headquartered in Portland, Maine, with more than 5,500 employees, serving over 100,000 customers around the globe.
