Executive Assistant

Executive Assistant

The Executive Assistant will support multiple Directors with calendar / travel / expense management for executive meetings. As well as supporting the Head of the Department with orchestration of monthly team meetings (materials, agenda). This position is located at 320 S. Canal St. Chicago, IL. Working Model : Hybrid - 4 days a week in office. Performs a variety of administrative and clerical tasks, financial and human resources administration and provides professional support to one or more Managers and their direct reports. The role provides general office services ensuring all administrative and operational processes and control standards are followed, while seeking to determine, develop, and participate in implementation of improvement opportunities, contributing to the effective and efficient operation of the business group.

Provides subject matter expertise and advice related to assigned strategic initiatives and act as relationship management for assigned initiatives. Builds effective relationships with internal / external stakeholders. Breaks down strategic problems, and analyses data and information to provide insights and recommendations. Gathers and formats data into regular and ad-hoc reports, and dashboards. Leads the planning, coordinating and implementing department events. Provides senior level administrative and operational support within a large, diverse team including one or more senior executives. Employs systems to manage information. Integrates information from multiple sources to enable more efficient processes, enhanced analysis and / or streamlined reporting. Provides input into the planning and implementation of administrative programs. Coordinates and monitors budgets and reporting on results vs. budget. Provides coaching and mentoring to more junior administrative assistants to support them in developing capability to carry out current job accountabilities. Manages and monitors calendars and upcoming events. Dispatches meeting invitations, books meeting rooms and arranges for resources and other requirements in support of smooth and efficient meeting facilitation. Supports the coordination and implementation of department events. Develops and maintains a filing system; ensures business and operational reports, forms, and other documentation, paper or electronic, are readily available. Supports the development of tailored messaging, which may include writing, editing and distributing communications (e.g., correspondence, presentations, policies & procedures). Coordinate and orchestrate team affiliation planning (team events / networking). Dispatches outgoing communications. Answers central phone line, responding to and resolving / escalating inquiries. Processes invoices for payment in adherence with documented processes and guidelines and vendor agreements. Prepares and logs departmental expense claims and reports. Tracks expenses to ensure they stay within budget. Makes travel arrangements, booking flight / hotel reservations as needed. Liaises with internal business units and external vendors and participates in the local coordination and implementation of premises and building related matters including incoming / outgoing staff and contractors, relocations, office planning and new furniture requirements while ensuring minimal interruptions to business operations. Maintains supplies inventory by checking stock to determine inventory level; anticipating needed supplies; placing and expediting orders for supplies; verifying receipt of supplies. Ensures all vacation and absence scheduling is documented, takes into account critical business needs, follows guidelines, and is managed consistently across employees in the group; identifies scheduling conflicts for resolution. Coordinates training requirements for staff (research, booking, cancellations, confirmations, etc.). Facilitate and orchestrate onboarding for frequent Office of Strategic Management team member hires. Collaborates with internal and external stakeholders in order to deliver on business objectives. Organizes work information to ensure accuracy and completeness. Thinks creatively and proposes new solutions. Exercises judgment to identify, diagnose, and solve problems within given rules. Works mostly independently. Broader work or accountabilities may be assigned as needed.

Qualifications

Typically 7+ years of relevant experience in an administrative / professional support function, demonstrating progressive responsibility and post-secondary degree in related field of study. Specialized knowledge from education and / or business experience. Verbal & written communication skills - In-depth. Collaboration & team skills - In-depth. Analytical and problem solving skills - In-depth. Influence skills - In-depth.

Salary

$45,000.00 - $83,000.00

Pay Type : Salaried