Administrative Assistant

ZS • Chicago, IL

2d • Hybrid

About The Position

The Administrative Assistant supports ZS managers and teams by handling scheduling, correspondence, travel arrangements, expenses, meetings, presentations, records, supplies, onboarding, and other administrative processes. The role works with ZS teams across the United States and India, addresses routine issues with internal and external stakeholders, and follows firm policies and guidelines. The position uses available resources, including AI-enabled tools, to improve efficiency and provides backup support as needed. Hours are 8:30 a.m. to 5:00 p.m. ZS describes its work model as hybrid, combining work from home with on-site presence at client or ZS offices for most of the week.

Requirements

• High school diploma required.
• Two to three years of prior relevant experience.
• Fluency with Microsoft Office, including Word, PowerPoint, Excel, and Outlook.
• Strong oral and written communication skills.
• Professional appearance and demeanor, with the ability to exercise good judgment and discretion.
• Attention to detail, dependability, and punctuality.
• Proactive self-starter able to manage a wide variety of tasks and meet deadlines.
• Experience working both independently and with a team in a demanding environment.

Nice To Haves

• Post-secondary education or an Associate’s or Bachelor’s degree.
• Prior relevant experience in a professional services environment.
• Familiarity with travel and expense reporting applications.
• A sense of humor.

Responsibilities

• Increase managers’ productivity by screening calls, interacting with vendors and clients, and handling email correspondence.
• Prepare domestic and international travel logistics, including itineraries and visa coordination.
• Provide scheduling support to multiple individuals, including appointment, calendar, and meeting management.
• Process expense reports in compliance with firm policies and compliance guidelines.
• Coordinate team leadership meetings, including calendars, agendas, audiovisual and IT support, facility reservations and setup, hotel accommodations, and catering.
• Support leadership with creating PowerPoint presentations and slides for ZS planning and development meetings.
• Work with ZS teams across the United States and India.
• Support teams with data entry and maintain databases and organizational charts with up-to-date information.
• Manage marketing materials, including ordering books and other supplies and managing inventory.
• Address routine problems and troubleshoot with internal and external stakeholders.
• Understand and follow firm policies and guidelines and communicate updates to stakeholders.
• Help organize and maintain filing systems.
• Assist with onboarding new team members, including welcoming new joiners and providing system access.
• Complete administrative processes and assist with special projects as requested.
• Use available resources, including AI-enabled tools, to create efficiencies.
• Participate in group learning and developmental opportunities.
• Provide backup support as needed.

Benefits

• Comprehensive total rewards package supporting health and well-being, financial future, time away, and professional development.
• Skills-building programs, career progression paths, internal mobility, and a collaborative culture.

What This Job Offers

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