Administrative Assistant, PPM, Executive Management

PPM America•Chicago, IL

9d•Onsite

About The Position

The Administrative Assistant provides critical administrative support to certain members of the Executive Team and their respective business areas. Routinely coordinates travel arrangements, prepares reports reporting, manages meeting planning, maintains calendars, prepares reports and binds presentations, creates and maintains files, handles incoming mail, telephone calls, orders office supplies, processes invoices and other routine requests. The Administrative Assistant also provides back-up to other Administrative Assistants, as needed. This full-time, in-person role, is part of a broader collaborative Administration team that provides seamless support to our Executive Team.

Requirements

H.S. Diploma or equivalent (G.E.D.) required.
3+ years of related experience required.
Prior experience working with senior level management and the ability to recognize the necessity for professionalism, confidentiality, and decorum .
Proven experience successfully managing complex travel itineraries, ability to modify schedules, if necessary, in a professional and efficient manner .

Nice To Haves

Associate's Degree or Bachelor's Degree preferred.
Financial services experience preferred.
5+ years of related experience preferred.

Responsibilities

Manage and maintain calendars, plan and schedule meetings, coordinate conference calls, arrange necessary meeting resources including catering, meeting set-up and clean-up, as needed
Coordinate, plan and execute special and recurring projects, including the review and analysis of requests and inquiries, and perform follow-up to ensure completion.
Coordinate travel arrangements and, where necessary, off-site work accommodations (e.g., workspace, equipment, computer access).
Prepare and process expense reports.
Provide administrative support including the creation and maintenance of informational reports, charts, spreadsheets, documents, and presentations.
Schedule, plan, and organize company events such as town halls, parties, and special activities.
Take initiative to prepare and/or coordinate company-wide announcements and /or informational emails.
Provide technical support regarding basic computer system and software needs.
Process departmental invoices ensuring accuracy and appropriateness.
Perform a wide range of general office duties including copying, scanning, filing, and phone answering, screen, organize, and prioritize phone calls, visitors, and open and disseminate incoming mail.
Coordinate office moves and new hire workspace.
Routinely handle confidential information, applying extreme confidentiality and sensitivity in the dissemination of such information.
Assists teams with guests’ registration, escorting of guests to meeting location, and ensuring the host is aware of arrivals.
Order office supplies.
Performs other duties and/or projects as assigned.