Administrative Services

Guidehouse•Chicago, IL

1d•$59,000 - $98,000•Onsite

About The Position

The Administrative Services role provides dedicated administrative support to multiple client-serving Partners and is expected to have a combination of technical and interpersonal skills. They are the single point of contact for the administrative needs of assigned internal customers and provide services in a manner that demonstrates the highest levels of quality, accountability, and teamwork. Additionally, they will provide support in relation to the physical office space. These services include but are not limited to: Effective use of the firm’s core technology applications, as well as develop/demonstrate solid knowledge of firm wide and practice-specific tools, processes, and databases to position themself as an advocate and knowledge resource in these programs and support training others who are less skilled. Managing calendars, schedules and prioritizes appointments, ensuring meetings, deadlines, presentations and other duties are carried out seamlessly. Coordination of travel arrangements (domestic/international), maintain travel profiles, facilitates last minute itinerary changes (flights, car, hotel, team communications), mapping or providing direction, support in handling passport and visa issues. Preparation of weekly expense reports as required; follows policies and procedures, resolves auditor inquiries and engagement code reclassifications. Drafting, editing, and preparing correspondence/presentations, ensuring proper grammar, spelling, formatting/visual design. Conducting basic information searches (e.g., via internet, internal sites, etc.) and maintains contacts and distribution lists (as needed). Assisting with promoting the required use of Guidehouse AgilQuest Forum Hotel tool and the clean desk policy within the local office. Assisting with monitoring AgilQuest usage daily for reservations, check-in process and meeting room reservation process. Ability to communicate office policy and procedure to all employees in the office. Escalates local office issues to Manager to provide resolution on complex issues. Assisting with maintenance of local office equipment, as needed. Assisting with production requests, e.g., printing, binding, scanning, shipping, etc. Assisting with supply orders and maintaining office inventory, as needed. Coordinating special events and leadership team meetings including catering, room set-up, etc. Executes special projects at the discretion of Manager and/or Partner including the support of client engagements.

Requirements

High school diploma required PLUS Five (5) + years of administrative support experience
Highly proficient in Outlook, Word, Excel and PowerPoint with ability to learn new software systems when necessary.
Ability to establish and maintain strong working relationships, including clients/stakeholders.
Effective interpersonal and communication skills (verbal and written); able to interface with personnel at all levels.
Demonstrate proactive approaches to problem-solving with strong decision-making capability and use of good judgment.
Demonstrate ability to achieve high performance goals and meet deadlines in a fast-paced environment with competing demands.
Proven ability to act with discretion and maintain complete confidentiality.
Clear fit with (and champion of) firm culture and values.
Must have strong work values, and be dependable, honest, and self-confident with a positive attitude.
Strong sense of initiative and ability to work with urgency.
Polished and professional demeanor in dealing with all situations.
Ability to deal with ambiguity and reprioritize tasks in response to unexpected changes in priorities/requests.
Will embrace our customer-focused, action-oriented, results-driven culture.
Willingness and ability to work the hours necessary to complete assigned work.
Given the hands-on nature of this position, regular, on-time, in-office attendance is critical.

Nice To Haves

Associate’s/Bachelor’s degree in a related discipline preferred.
Experience in a top-tier professional services firm; familiarity with PeopleSoft, Costpoint, Workday and Concur a plus.

Responsibilities

Effective use of the firm’s core technology applications, as well as develop/demonstrate solid knowledge of firm wide and practice-specific tools, processes, and databases to position themself as an advocate and knowledge resource in these programs and support training others who are less skilled.
Managing calendars, schedules and prioritizes appointments, ensuring meetings, deadlines, presentations and other duties are carried out seamlessly.
Coordination of travel arrangements (domestic/international), maintain travel profiles, facilitates last minute itinerary changes (flights, car, hotel, team communications), mapping or providing direction, support in handling passport and visa issues.
Preparation of weekly expense reports as required; follows policies and procedures, resolves auditor inquiries and engagement code reclassifications.
Drafting, editing, and preparing correspondence/presentations, ensuring proper grammar, spelling, formatting/visual design.
Conducting basic information searches (e.g., via internet, internal sites, etc.) and maintains contacts and distribution lists (as needed).
Assisting with promoting the required use of Guidehouse AgilQuest Forum Hotel tool and the clean desk policy within the local office.
Assisting with monitoring AgilQuest usage daily for reservations, check-in process and meeting room reservation process.
Ability to communicate office policy and procedure to all employees in the office.
Escalates local office issues to Manager to provide resolution on complex issues.
Assisting with maintenance of local office equipment, as needed.
Assisting with production requests, e.g., printing, binding, scanning, shipping, etc.
Assisting with supply orders and maintaining office inventory, as needed.
Coordinating special events and leadership team meetings including catering, room set-up, etc.
Executes special projects at the discretion of Manager and/or Partner including the support of client engagements.

Benefits

Medical, Rx, Dental & Vision Insurance
Personal and Family Sick Time & Company Paid Holidays
Position may be eligible for a discretionary variable incentive bonus
Parental Leave and Adoption Assistance
401(k) Retirement Plan
Basic Life & Supplemental Life
Health Savings Account, Dental/Vision & Dependent Care Flexible Spending Accounts
Short-Term & Long-Term Disability
Student Loan PayDown
Tuition Reimbursement, Personal Development & Learning Opportunities
Skills Development & Certifications
Employee Referral Program
Corporate Sponsored Events & Community Outreach
Emergency Back-Up Childcare Program
Mobility Stipend