Administrative Assistant

Position Overview - Administrative Assistant, Chicago Office

The Administrative Assistant supports the administrative needs of the Mid-Atlantic Vice President. Specific responsibilities include: calendar management, travel coordination, expense processing, office management and meeting coordination. This role also collaborates with other administrative assistants and members of the Executive Committee.

The Administrative Assistant must be able to think strategically while also being hands-on in overseeing the day-to-day execution of the agreed upon strategy with a focus on clients, people, and brand desirability. They will be open and approachable and will work with both the central team and the local teams in a transparent, united and mutually supportive manner. They must model and champion our core belief; People Make the Difference and our values; Be Creative & Innovative, Deliver Excellence and Cultivate an Entrepreneurial Spirit.”

Key Accountabilities

Calendar Management:

• Proactively manage daily calendars and resolve scheduling conflicts
• Prepare and maintain master calendar which includes departmental vacation schedules and travel schedules

Travel Coordination:

• Book and prepare comprehensive travel arrangements as needed (flights, hotels, car rentals, reservations)
• Create travel itineraries
• Prepare accurate expense reports through ExpenseVisor

Communication:

• Communicate and liaise with the team to properly inform calendar and project management
• Create and compile detailed PowerPoint presentations for Senior management and general meetings

General Administration:

• Assist in the logistical preparation for meetings and interviews including reserving conference rooms, ordering meals, liaising with IT, etc.
• Assist in the organization of files
• Process invoices through accounts payable / expense visor system
• Support ad hoc project requests
• Distribute mail and coordinate shipping with the mailroom
• Manage external vendors for office maintenance ( schedule janitorial services, electrical and IT services services)
• Transcribe and share minutes related to team meetings
• Maintain and order office supplies
• Receive deliveries and manage outgoing shipments ( label creation and pick up requests)
• Connect with building management office to report any issue and to arrange routine maintenance ( including fire drills, fire dept. inspections etc.)

Qualifications

Required

• 4-6 years of previous administrative assistant experience working with high level or multiple executives
• Advanced Microsoft Office skills with an emphasis on Word, Excel and PowerPoint
• Must be discrete due to exposure of highly confidential client information
• Ability to multi task and prioritize workload
• Must have excellent organizational skills
• Strong communication skills
• Ability to work independently
• Former retail environment experience is preferred
• Bilingual English and Spanish prefer

Preferred

Bachelor’s degree preferred