Administrative Assistant

Location: Chicago, IL

Department: Executive Office

Type: Full Time

Min. Experience: Entry Level

Summary

Reporting to the Executive Vice President, the Administrative Assistant provides detail-oriented, deadline-driven administrative support and coordination to the Executive Vice President and Chairman.  The position requires an organized, articulate professional who can interact effectively with executives, as well as with the firm’s current and prospective clients, and work collaboratively with his/her colleagues.  The position requires clarity of thought, exemplary communication skills and tactfulness, superior organizational skills, ability to be discreet, ability to manage complex and competing priorities, attention to detail, strong customer service skills,  and flexibility.  The incumbent will also provide back up support to the Executive Assistant.  The Administrative Assistant will manage various administrative duties, primarily: weekly submission of billable time and expenses, filing of client materials and office materials, tracking outstanding tasks to be completed, coordination of travel logistics, as well as some printing and binding jobs.  Duties to be coordinated with the Executive Assistant and/or done in a backup capacity include: coordination of calendars and appointments, inbound and outbound calls and messages, and preparing client support materials. 

Key Responsibilities:

  • Time and Expense Reporting:  Collect receipts and calendared time from EVP and Chairman, prepare and submit client time and expense reports.  Work with finance team to reconcile discrepancies.
  • File and Document Management: 
    • As directed by the Executive Vice President, maintains materials needed for the current days meetings as well as any documents requiring signatures, and any time sensitive materials. This also includes all weekly reports/updates from GG+A internal departments.
    • Ensures relevant client engagement information is complete, thorough, well-documented, organized, and easily accessible.Requires the collection and filing of information following client visits, and identifying and taking initiative on follow-up items. The objective is to ensure that client and other information is captured following all consulting activities; and that follow-up items are recognized and completed in a timely fashion.
    • Creates PowerPoint documents in support of speeches/presentations and/or client deliverables (e.g., reports).Edits and prepares for signature correspondence which may be prepared by other staff.
  • Mail and E-mail Management: 
    • Prioritize and ensure that all incoming correspondence and mail requiring action or attention is acted upon in a timely manner. Redirect requests to others as appropriate.
    • Manage all incoming and outgoing mail.
  • Telephone Calls:  Answers, screens, and routes incoming calls.
  • Travel Coordination and Client Scheduling. 
    • As soon as possible upon receiving a travel itinerary, enter the details of each flight, train, rental car, and/or car service on calendars.
    • Manage schedule, including air and ground transportation and logistics, hotel accommodations, and client meeting locations and agendas. This requires detailed knowledge of meeting and accommodation locations and travel times; as well as preferences and expectations of the EVP and Chairman.
  • Calendar Management: 
    • Manage all aspects of the calendar for internal and external meetings. This requires initiative and appropriate discretion and careful tracking of commitments, prioritizing client requests, and accommodating daily changes to the schedule.
  • Correspondence
    • Send email to clients or other contacts to reconfirm the next day’s meetings or calls. Review all emails continuously throughout the day, making note of any commitments to place calls, conduct meetings, plan visits, or follow up.
    • Conferences:  Expected to assist and/or attend GG+A Staff conferences.  These are held over weekends three times a year.
  • Other duties as assigned.
  • Core Competencies/Skills
    • Ability to manage multiple projects and competing priorities in a fast-paced, deadline-driven environment
    • Motivated to find ways of improving processes and look for ways to help
    • Superb interpersonal communication skills, including impeccable verbal and written communication skills, exceptional proofreading and copy editing skills
    • Proactive, self-starter capable of advanced planning and ability to anticipate the needs of a busy executive
    • Time and task management skills
    • Results orientation with high expectations for quality and accuracy
    • Ability to exercise sound judgment; critical thinker, and communicative, consultative problem solver
    • Demonstrated proficiency with Microsoft Office, particularly with PowerPoint, Outlook, and Excel
    • Strong customer service orientation and commitment to meeting deadlines

Required Experience

At least 2-3 years experience in administrative work/work as an Administrative Assistant.

Other

GG+A embodies a high-performance culture.  It is client-centric and committed to responding swiftly to client needs and requirements.   It is a challenging environment that seeks intelligent, self-motivated individuals who are achievement-oriented.

Employee Benefits include medical, dental, vision, life insurance, flexible spending account, long-term care insurance, short- and long-term disability, 401(k) with employer match, transit benefits, health club reimbursement, pet insurance, paid time off (PTO) and 9 holidays plus a day off for your birthday.

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