Administrative Assistant

WTW•Chicago, IL

21d

About The Position

Our Administrative Assistant will provide high-level administrative support to the Head of Risk and Broking and two additional senior executives. This role demands exceptional organizational skills, discretion, and the ability to manage multiple priorities seamlessly. Our Administrative Assistant will serve as a strategic partner, ensuring efficient operations and facilitating effective communication across departments and with external stakeholders.

Requirements

Exceptional organizational skills
Discretion
Ability to manage multiple priorities seamlessly

Responsibilities

Executive Support:
Manage complex calendars, scheduling meetings, appointments, and travel arrangements for all three executives, ensuring optimal time management and alignment with strategic priorities.
Screen and prioritize incoming communications, including phone calls, emails, and correspondence, responding when appropriate and ensuring timely follow-up on urgent matters.
Coordinate logistics for internal and external meetings, conferences, and events, including preparation of agendas, materials, and follow-up actions.
Prepare and maintain confidential files, records, and documents related to departmental operations, strategies, and initiatives.
Communication Liaison:
Act as the primary point of contact for internal and external stakeholders, facilitating effective communication on behalf of the executives.
Draft, proofread, and edit correspondence, presentations, and reports, ensuring consistency with organizational standards and tone.
Manage professional networking platforms, responding to inquiries and maintaining the executives' professional image.
Project Coordination:
Assist in the coordination of key projects and initiatives across the Risk and Broking division and related departments.
Track project timelines and deliverables, following up with accountable parties to ensure milestones are met.
Support the preparation of reports, presentations, and dashboards for leadership meetings and decision-making processes.
Meeting and Event Management:
Organize high-level meetings and events, such as board presentations and executive leadership sessions.
Prepare meeting agendas, distribute materials, and document follow-up actions to ensure accountability.
Coordinate logistics for training sessions, workshops, and conferences pertinent to the executives' functions.
Confidentiality & Discretion:
Handle sensitive and confidential information with the utmost discretion, ensuring compliance with company policies and data protection regulations.
Maintain trust and integrity in all interactions, safeguarding the privacy of the executives and the organization.
Travel and Expense Management:
Coordinate comprehensive travel arrangements, including booking flights, accommodations, and ground transportation.
Manage travel and entertainment expenses, ensuring timely submission and adherence to company policies.
Time Management & Prioritization:
Optimize daily and weekly schedules, balancing multiple priorities and accommodating last-minute changes or requests.
Remind executives of key deadlines, events, and deliverables, aiding in effective task prioritization.