Executive Support Admin & Office Manager

NielsenIQ•Chicago, IL

1d•Onsite

About The Position

We are seeking a dedicated and dynamic individual to join our corporate headquarters team as a Customer Service and Executive Support Specialist. This role is pivotal in ensuring exceptional customer service, engaging visitor experiences, and providing comprehensive support to our executive team. The ideal candidate will possess strong collaboration skills and a passion for delivering outstanding service. This is an onsite position for anyone currently living in the Chicago, IL area. The work schedule is 7:30 am to 4:00 pm with a 30-minute lunch, requiring flexible hours if needed, 40 hours per week, and evenings as needed (travel is rare).

Requirements

Minimum of 3 years in a customer service, executive support, or administrative role, preferably in a corporate setting.
Excellent communication and interpersonal skills.
Strong organizational and multitasking abilities.
Proficiency in Microsoft Office Suite and financial management software.
Professional demeanor, proactive attitude, and a team player.
Ability to handle confidential information with discretion.

Nice To Haves

Bachelor’s degree in Business Administration, Finance, Communications, or a related field preferred.

Responsibilities

Provide top-tier customer service to clients, partners, and visitors, ensuring all interactions are handled professionally and efficiently.
Greet and assist visitors, ensuring a welcoming and informative experience.
Manage visitor logs and coordinate with relevant departments for seamless visitor interactions.
Assist executives with scheduling, travel arrangements, meeting coordination, and other administrative tasks.
Ensure executives are well-prepared for meetings and events.
Work closely with various departments to ensure smooth operations and effective communication.
Foster a collaborative environment to achieve company goals.
Address and resolve customer inquiries and issues promptly.
Escalate complex issues to appropriate departments when necessary.
Manage office supplies, handle correspondence, and maintain organized records.
Support office management tasks as needed.
Assist with budgeting, expense tracking, PO filing and financial reporting.
Ensure accurate and timely processing of invoices and reimbursements.
Support financial planning and analysis activities.
Set up and break down meetings including chairs, tables, flip charts, food coordination, clean up, etc.
Provide on-site facility support such as photographing office details, purchasing and neatly stocking office and pantry supplies, providing signage support, etc.
Perform other hands-on tasks, inspections and filing work orders to ensure the office runs smoothly.