Administrative Assistant

Overview

The Administrative Assistant provides a wide range of administrative support activities for directors of the Leadership Team. This role also provides general administrative, project and office support to the local and offsite team members to facilitate the efficient operation of the organization.

Key Results Areas

  1. Support the administrative needs of assigned directors
    • Book travel arrangements within 24 hours of request and prepare travel packets, if necessary
    • Assist with preparation of annual performance documents, career progression plans and other internal documents
    • Properly code all American Express receipts and prepare expense reports accurately and according to deadlines
    • Proactive calendar management, including resolution of conflicts and double-bookings
    • Maintain structure and content of team folders on shared drive
  2. Provide support to business development group
    • Assist with proposal writing and presentation preparation
    • Proofread proposals and presentations for accuracy
  3. Maintain Chicago office
    • Supplies stocked/ordered on time with no emergency orders
    • Ensure Midan, team and client meetings/events occur as scheduled

Specific Responsibilities

  • Manage and maintain director calendars, schedules and appointments through Outlook; anticipate conflicts and resolve as needed
  • Arrange director travel needs and coordinate travel arrangements
  • Assist with preparation of annual performance documents, career progression plans and other internal documents
  • Prepare and submit American Express receipts and expense reports; track budget expenditures
  • Assist with writing and preparation of proposals and presentations
  • Accurate proofreading of proposals, presentations and other documents
  • Maintain shared folder file structure for assigned teams
  • Assist with setting up conference call meetings (Mitel, Microsoft Teams, etc.)
  • Maintain office and kitchen supplies ensuring adequate amounts on hand
  • Act as backup for executive assistant for IT and telephone issues, office equipment maintenance and troubleshooting
  • Maintain tidiness of general office area, including conference room and kitchen areas
  • Provide project support to offsite and local team members
  • Other duties and projects as assigned

Qualifications

  • At least two years of experience supporting management team members
  • Strong organization and problem-solving skills, detail-oriented and able to juggle multiple projects and priorities
  • Ability to handle highly confidential, sensitive and/or critical information, files, records and reports
  • Excellent written, proofreading and verbal communication skills; excellent grammar and punctuation knowledge
  • Microsoft Office expert (Word, Excel, PowerPoint, Teams, Outlook) and proficient with webinar meeting software
  • Able to work independently as well as in a team environment

Education, Training and Network

  • Bachelor’s degree preferred
  • Some accounting knowledge helpful
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