Administrative Assistant, PPM, Executive Management

Jackson • Chicago, IL

4d • $34 - $43 • Onsite

About The Position

The Administrative Assistant provides critical administrative support to certain members of the Executive Team and their respective business areas. This full-time, in-person position is part of a collaborative Administration team that provides seamless support to the Executive Team. The role routinely coordinates travel, maintains calendars, plans meetings, prepares reports and presentations, manages files and correspondence, processes invoices, and handles other office requests. The Administrative Assistant also provides backup support to other Administrative Assistants as needed.

The position requires professional handling of confidential information and a high degree of organization, accuracy, initiative, adaptability, and sound judgment. The role may require minimal overtime to complete unexpected tasks at the end of the business day.

Requirements

• High school diploma or equivalent (GED) required.
• At least 3 years of related experience required.
• Solid written and verbal communication skills, including the ability to edit and compose correspondence.
• Strong interpersonal skills and ability to communicate effectively with executive management and internal customers at all levels.
• Solid PC skills, including Microsoft Office and other relevant software applications.
• Expert knowledge of Microsoft Office, including proficiency in Teams, Word, and PowerPoint, plus working knowledge of Excel.
• Basic knowledge of financial services terminology or demonstrated ability to learn new skills and concepts quickly.
• Ability to prioritize and coordinate multiple activities and follow up on projects with minimal supervision.
• Detail-oriented and focused on accuracy.
• Self-initiative and ability to work in a team-oriented environment.
• High degree of integrity and ability to recognize confidentiality requirements.
• Strong organizational, decision-making, and problem-solving skills.
• Entrepreneurial approach to task management, with the ability to take control of tasks and manage them independently through completion.
• Flexibility and adaptability to changing working conditions and priorities.
• Flexibility to complete unexpected tasks at the end of the business day, which may require minimal overtime.
• Prior experience working with senior-level management and the ability to demonstrate professionalism, confidentiality, and decorum.
• Proven experience managing complex travel itineraries and modifying schedules professionally and efficiently when necessary.

Nice To Haves

• Associate's or bachelor's degree preferred.
• Financial services experience preferred.
• Five or more years of related experience preferred.

Responsibilities

• Manage and maintain calendars; plan and schedule meetings and conference calls; and arrange meeting resources, including catering, setup, and cleanup as needed.
• Coordinate, plan, and execute special and recurring projects, including reviewing and analyzing requests and inquiries and following up to ensure completion.
• Coordinate travel arrangements and, when necessary, off-site work accommodations such as workspace, equipment, and computer access.
• Prepare and process expense reports.
• Create and maintain informational reports, charts, spreadsheets, documents, and presentations.
• Schedule, plan, and organize company events, including town halls, parties, and special activities.
• Prepare or coordinate company-wide announcements and informational emails.
• Provide technical support for basic computer system and software needs.
• Process departmental invoices and ensure their accuracy and appropriateness.
• Perform general office duties, including copying, scanning, filing, answering and screening calls, prioritizing phone calls and visitors, and opening and distributing incoming mail.
• Coordinate office moves and new-hire workspaces.
• Handle confidential information with extreme confidentiality and sensitivity.
• Assist with guest registration, escort guests to meeting locations, and notify hosts of guest arrivals.
• Order office supplies.
• Perform other duties or projects as assigned.

Benefits

• Annual bonus program eligibility.
• Compensated personal time off.
• Paid holidays.
• Health benefits.
• 401(k) plan with generous matching.
• Other benefit programs under the company's employment policies and the formal terms of the plans and programs.
• Volunteer opportunities through a network of peers to support causes important to employees.

What This Job Offers

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