Job Summary:

Performs clerical and administrative tasks including drafting letters, memos, invoices, reports, and other documents for senior staff. Arranges travel and accommodation for executives. Schedules and attends meetings on behalf of executives, taking notes and recording minutes.

Duties/Responsibilities:

• Oversee and support all administrative duties in the office and ensure that office is operating smoothly
• Proactively manage all domestic and international travel arrangements, including air, hotel & ground transportation, visa preparation, and detailed itineraries
• Advanced communication, including drafting response emails, communication plan for staff after a key event (ex. strategy sessions, staff meetings)
• Ensure meeting objectives, agenda, and preparation requirements are communicated in a timely manner Advanced communication, including drafting response emails, communication plan for staff after a key event (ex. strategy sessions, staff meetings)
• Research and/or prepare materials for meetings and presentations; compile reference materials as needed as directed by executive
• Assist with planning and execution of large meetings and events
• Proactively take on new tasks or projects as needed
• Partner with Human Resource and Executives on Admin Initiatives (recruiting, training and development, and recognition)
• Assists with establishing administrative standards for the department

Required Skills/Abilities:

• Must have exceptional attention to detail
• Strong organizational and time management skills, and ability to prioritize
• Ability to quickly understand and prioritize support for leadership executives and other senior department leadership (Director and above)
• Excellent communication and interpersonal skills
• Strong problem-solving skills and analytical abilities
• Must be proficient with Microsoft Office and Google products
• Ability to make decisions in the best interest of the organization
• Exceptional calendar management skills with the ability to use good judgment and time management skills
• High tolerance for ambiguity
• Must be a self-starter and driven
• Proven ability to handle sensitive and confidential material and information with discretion
• Able to judge the relative importance of issues and act independently to address them
• Superior time management and multitasking skills with demonstrated ability to successfully handle multiple projects / assignments
• Proven ability to quickly learn new systems and processes
• Intelligence, common sense, business awareness, and integrity
• High level of professional maturity
• Current and proficient in trends, concepts, technologies, and best practices within profession

Education and Experience:

• 6 years’ experience supporting senior managers or executives
• Associate degree required, Bachelor’s preferred
• 2-5 years of work experience in an administrative/office management role

Physical Requirements:

• Prolonged periods sitting at a desk and working on a computer.
• Must be able to lift up to 15 pounds at times.

Our office is located in Chicago, ½ block north of the United Center just west of Fulton Market