Executive Assistant

Company Description:

As you know Belle Aire Creations aspires to be focus-oriented, customer driven, positioned as the top tier mid-market fragrance solution. We consider ourselves to be a truly unique company whose employees will continue to complement existing personnel and represent the goals and values of the organization.

Business Industry:

Fragrances/Cosmetics/Personal Care/Candles Job Title:

Executive Assistant Employment Type:

Full-Time Job Description:

Belle Aire Creations is a customer-driven, growth-oriented fragrance company focused on delivering top-tier mid-market fragrance solutions. We pride ourselves on being a unique organization where talented people contribute meaningfully, collaborate closely, and help shape the future of our business. We are seeking a highly organized, proactive, and discreet Executive Assistant to provide strategic and high-level administrative support to the Chief Executive Officer. This role is far more than calendar management—it is a trusted partner position that helps maximize the CEO's effectiveness across Belle Aire Creations, customer relationships, and parent-company priorities. The ideal candidate thrives in a fast-paced environment, exercises excellent judgment, anticipates needs before they arise, and manages competing priorities with professionalism and precision.

Job Responsibilities:

Own the CEO's calendar end-to-end, including scheduling, prioritization, and protection of focus time across Belle Aire Creations, Givaudan parent-company commitments, customer visits, leadership meetings, and travel. Anticipate conflicts and proactively resolve competing priorities. Serve as primary point of contact and gatekeeper for incoming communications, including emails, calls, and requests from customers, brokers, suppliers, Givaudan leadership, and internal teams. Review, prioritize, summarize, and draft responses on behalf of the CEO. Coordinate domestic and international travel, including flights, hotels, ground transportation, customer visits, trade shows, and global company events. Prepare detailed itineraries, contingency plans, and ensure seamless travel execution. Organize meetings and engagements for the CEO, including scheduling, logistics, catering, and follow-up coordination. Prepare agendas, presentations, briefing notes, pre-reads, and customer or account dossiers so the CEO is fully prepared for meetings, customer visits, and strategic discussions. Attend meetings as needed to capture notes, action items, decisions, and follow-up responsibilities. Track deliverables through completion and maintain accountability across stakeholders. Coordinate with Givaudan corporate leadership and executive offices on reporting cadences, integration meetings, board materials, and cross-functional initiatives to ensure the CEO is informed, aligned, and prepared. Manage expense reporting and travel reconciliation, including credit card statements, reimbursements, receipt collection, and documentation in compliance with company policies. Review and approve sales team expense reports, ensuring supporting documentation is complete and expenditures align with company travel and expense policies. Plan and execute internal and customer-facing events, including leadership offsites, team meetings, customer hospitality across facilities, holiday events, and milestone celebrations. Manage vendors, budgets, logistics, and on-site execution. Handle confidential and time-sensitive information with absolute discretion, including M&A diligence materials, HR matters, compensation discussions, legal documents, and sensitive business correspondence. Project-manage CEO-driven strategic initiatives by tracking priorities, deadlines, cross-functional deliverables, and progress updates. Follow up with owners, escalate delays when appropriate, and maintain current dashboards and status reporting. Provide light personal and household coordination as needed, including appointments, family scheduling overlap, gifts, and personal travel arrangements. Provide support to other executives as requested by the CEO and provide receptionist coverage during vacations or other absences. Perform additional duties and special projects as assigned. Please note this job description is not designed to cover or contain a comprehensive list of duties or responsibilities required of the employee for this job. Duties and responsibilities for this job, may change at any time without notice.

Requirements Education and Experience:

High school diploma or GED required. A minimum of 5 years executive administrative or senior-level administrative support experience, preferably supporting C-suite leadership.

Skills:

Exceptional organizational skills with the ability to manage multiple priorities in a fast-paced environment. Strong business judgment, discretion, and ability to handle highly confidential matters. Excellent written and verbal communication skills. Strong attention to detail, follow-through, and problem-solving ability. Ability to work effectively under pressure, adapt quickly, and meet deadlines. Highly proactive, resourceful, and self-directed with a strong sense of ownership. Strong interpersonal skills with the ability to build credibility across internal and external stakeholders.

Technology/Software:

Proficiency in Microsoft Office required, particularly Outlook, Excel, and PowerPoint. Familiarity with office management systems and standard office equipment.

Compensation:

Competitive market-based salary; commensurate with experience Executive Assistant 1.0 1.0 out of 5 stars Libertyville, IL 60048 $95,000

• $120,000 a year
• Full-time Belle Aire Creations 3 reviews $95,000
• $120,000 a year

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Full-time Company Description:

As you know Belle Aire Creations aspires to be focus-oriented, customer driven, positioned as the top tier mid-market fragrance solution. We consider ourselves to be a truly unique company whose employees will continue to complement existing personnel and represent the goals and values of the organization.

Business Industry:

Fragrances/Cosmetics/Personal Care/Candles Job Title:

Executive Assistant Employment Type:

Full-Time Job Description:

Belle Aire Creations is a customer-driven, growth-oriented fragrance company focused on delivering top-tier mid-market fragrance solutions. We pride ourselves on being a unique organization where talented people contribute meaningfully, collaborate closely, and help shape the future of our business. We are seeking a highly organized, proactive, and discreet Executive Assistant to provide strategic and high-level administrative support to the Chief Executive Officer. This role is far more than calendar management—it is a trusted partner position that helps maximize the CEO's effectiveness across Belle Aire Creations, customer relationships, and parent-company priorities. The ideal candidate thrives in a fast-paced environment, exercises excellent judgment, anticipates needs before they arise, and manages competing priorities with professionalism and precision.

Job Responsibilities:

Own the CEO's calendar end-to-end, including scheduling, prioritization, and protection of focus time across Belle Aire Creations, Givaudan parent-company commitments, customer visits, leadership meetings, and travel. Anticipate conflicts and proactively resolve competing priorities. Serve as primary point of contact and gatekeeper for incoming communications, including emails, calls, and requests from customers, brokers, suppliers, Givaudan leadership, and internal teams. Review, prioritize, summarize, and draft responses on behalf of the CEO. Coordinate domestic and international travel, including flights, hotels, ground transportation, customer visits, trade shows, and global company events. Prepare detailed itineraries, contingency plans, and ensure seamless travel execution. Organize meetings and engagements for the CEO, including scheduling, logistics, catering, and follow-up coordination. Prepare agendas, presentations, briefing notes, pre-reads, and customer or account dossiers so the CEO is fully prepared for meetings, customer visits, and strategic discussions. Attend meetings as needed to capture notes, action items, decisions, and follow-up responsibilities. Track deliverables through completion and maintain accountability across stakeholders. Coordinate with Givaudan corporate leadership and executive offices on reporting cadences, integration meetings, board materials, and cross-functional initiatives to ensure the CEO is informed, aligned, and prepared. Manage expense reporting and travel reconciliation, including credit card statements, reimbursements, receipt collection, and documentation in compliance with company policies. Review and approve sales team expense reports, ensuring supporting documentation is complete and expenditures align with company travel and expense policies. Plan and execute internal and customer-facing events, including leadership offsites, team meetings, customer hospitality across facilities, holiday events, and milestone celebrations. Manage vendors, budgets, logistics, and on-site execution. Handle confidential and time-sensitive information with absolute discretion, including M&A diligence materials, HR matters, compensation discussions, legal documents, and sensitive business correspondence. Project-manage CEO-driven strategic initiatives by tracking priorities, deadlines, cross-functional deliverables, and progress updates. Follow up with owners, escalate delays when appropriate, and maintain current dashboards and status reporting. Provide light personal and household coordination as needed, including appointments, family scheduling overlap, gifts, and personal travel arrangements. Provide support to other executives as requested by the CEO and provide receptionist coverage during vacations or other absences. Perform additional duties and special projects as assigned. Please note this job description is not designed to cover or contain a comprehensive list of duties or responsibilities required of the employee for this job. Duties and responsibilities for this job, may change at any time without notice.

Requirements Education and Experience:

High school diploma or GED required. A minimum of 5 years executive administrative or senior-level administrative support experience, preferably supporting C-suite leadership.

Skills:

Exceptional organizational skills with the ability to manage multiple priorities in a fast-paced environment. Strong business judgment, discretion, and ability to handle highly confidential matters. Excellent written and verbal communication skills. Strong attention to detail, follow-through, and problem-solving ability. Ability to work effectively under pressure, adapt quickly, and meet deadlines. Highly proactive, resourceful, and self-directed with a strong sense of ownership. Strong interpersonal skills with the ability to build credibility across internal and external stakeholders.

Technology/Software:

Proficiency in Microsoft Office required, particularly Outlook, Excel, and PowerPoint. Familiarity with office management systems and standard office equipment.

Compensation:

Competitive market-based salary; commensurate with experience