Administrative Assistant to CTO-Enterprise Architecture - Chicago

U.S. Bank • Chicago, IL

18h • Hybrid

About The Position

We have an exciting position open for a highly motivated and professional Administrative Assistant to join U.S. Bank supporting our Chief Technology Officer - Enterprise Architecture in the Chicago office. The position requires a person who goes beyond traditional support. This role is ideal for someone with a background in graphic design or internal communications, who’s eager to contribute to high-impact, strategic work while mastering the essentials like calendar management, expense reporting, and travel coordination. You’ll be the right-hand to a dynamic executive, keeping him on track, anticipating needs, and proactively managing what’s ahead. Think of yourself as the engine behind his success; organized, energetic, and always a few steps ahead. If you bring enthusiasm and a spark to your work and love to thrive in a fast-paced environment plus find fulfillment in making things run smoothly, you will excel in this role. Further, we’re seeking someone who’s thirsty to grow, finds meaning in their work, and can help promote and market the business internally. You’ll help elevate our presence through visual designs and internal communications to improve the way the team showcases its impact.

Requirements

• High school diploma or equivalent
• Typically five or more years of experience in administrative and support staff activities
• Proficient computer navigation skills using a variety of software packages including Microsoft Office 365 applications such as Teams, Word, Excel, PowerPoint, and Copilot
• Highly effective in managing the leader’s calendar, scheduling meetings and events, proactively anticipating scheduling needs and resolving conflicts quickly
• Highly organized with well-developed skills in strategic planning as well as in planning and running team meetings and offsite events.
• Excellent verbal and written communication skills.
• The required schedule will align with the Executive’s schedule and will require additional availability during his travel
• Engaging, personable and keen at fostering healthy and inclusive team morale

Nice To Haves

• Keen in attention to detail
• Highly skilled in organizing and prioritizing tasks
• In-depth knowledge of policies and procedures as they relate to the executive's function
• A graphic design and/or internal communications background
• Bachelor's or higher degree in related field

Responsibilities

• Independently plans and organizes work; develops and maintains procedures to ensure meetings are scheduled, calendar conflicts are resolved, and work is completed in an efficient manner.
• Adept with the use of scheduling, purchasing and booking apps such as Uber, Doordash, AMZN and HR and team apps such as Workday and Jira.
• Proactively networks with on-site and cross-site administrators and leaders to inspire a sense of bonding, clarity, high morale and fun
• Creation and execution of team building events and office camaraderie
• Ensures the office runs efficiently and handles office facility requests.
• Manages the Executive’s Outlook calendar including booking hotel accommodations and flight reservations for business travel, setting up meetings, and collaborating with other Admins at all levels of the Organization to provide leader’s availability in a prompt manner when requested.
• Composes correspondence, prepares reports, and conducts special projects as directed.
• Prioritizes business and leader needs based on ever changing situations and timelines.
• Organizes invoice and expense processing and review.
• Orders and organizes office and break room supplies.
• Researches and summarizes data as requested; prepares reports for the executive and other members of senior management.
• Follows through on matters referred to other staff to ensure prompt action has been taken.
• Creates visual designs and writes communications to promote the business internally.

Benefits

• Healthcare (medical, dental, vision)
• Basic term and optional term life insurance
• Short-term and long-term disability
• Pregnancy disability and parental leave
• 401(k) and employer-funded retirement plan
• Paid vacation (from two to five weeks depending on salary grade and tenure)
• Up to 11 paid holiday opportunities
• Adoption assistance
• Sick and Safe Leave accruals of one hour for every 30 worked, up to 80 hours per calendar year unless otherwise provided by law

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: High school or GED