Administrative Assistant: Finance Leadership Team

Company Overview

​At Motorola Solutions, we believe that everything starts with our people. We’re a global close-knit community, united by the relentless pursuit to help keep people safer everywhere. Our critical communications, video security and command center technologies support public safety agencies and enterprises alike, enabling the coordination that’s critical for safer communities, safer schools, safer hospitals and safer businesses. Connect with a career that matters, and help us build a safer future.

Department Overview

This is an exciting opportunity to support the Finance Leadership Team, which oversees a broad spectrum of critical functions. The Finance Leadership Team plays a crucial role in driving financial performance, managing risk, and ensuring operational efficiency across the company. The team works collaboratively to provide data-driven insights and strategic guidance to support decision-making at all levels.

This dynamic environment requires a high degree of coordination and collaboration, as the Finance Leadership Team offices interact with numerous stakeholders across the organization, including senior leadership, business unit heads, functional teams, as well as external partners.

Job Description

The Administrative Assistant to the Finance Leadership Team will serve as a critical partner in managing the team's day-to-day activities, facilitating communication across the organization, and ensuring the smooth execution of strategic initiatives. This role will be on a hybrid schedule based out of our Downtown Chicago Office and interested candidates should expect to be in office up to 4 days per week, currently averaging 1- 2 days per week in office.

Key responsibilities include:

• Meticulously manage the Finance Leadership Team's complex calendar with scheduling, and prioritization of meetings and appointments

• Coordination with legal secretarial organization around signature, proof of address, validation of identification (passports, drivers license), background checks, apostille and notarization  

• Similar administrative tasks for all Motorola Solutions legal entities worldwide, including authorizations to enable Delegations of Authority, Banking resolutions, selling or RFP specific requirements, bylaws, minutes and resolutions, statutory tax and financial statement filings and other duties as assigned

• Organization and coordination with local legal secretarial and other sales operations teams who are requesting the completion of additional forms, identification/validation meetings, and other similar tasks from the CAO in order to enable sales activities within the bid compliance processes locally

• Affixing electronic signatures to reduce the amount of signature requests that require physical paperwork and postage expense, etc

• Coordinate group meetings, team/training events and handle all meeting logistics such as venue, catering, agenda/meeting minutes, etc

• Collaborate cross-functionally with assistants to CEO, COO, and other senior executives

• Support in assigned project based work as necessary (slide preparation for town halls, operations reviews, leadership meeting prep work, video creation, etc)

• Assist with special projects and initiatives conducting research, submittal of documentation,  analyzing data, and preparing presentations

• Process expense reports, track reimbursements, and maintain accurate financial records

• Facilitate communication between internal and external stakeholders handling inquiries, filtering information, and ensuring timely and effective communication

• Arrange domestic and international travel, including flights, accommodations, and ground transportation

• Maintain the highest level of confidentiality and discretion in handling sensitive information

 

Desired Background/Knowledge/Skills:

• 3+ years of experience as an Personal Assistant, Administrative Assistant and/or Executive Assistant

• Strong proficiency with office productivity projects (Google products such as Gmail, Google Docs, Google Sheets, and Google Slides, or Microsoft Office such as Excel, Work, Outlook, Power Point)

• Proven experience as an administrative assistant or in other related positions

• Excellent oral and written communications skills; organization and planning skills

• Strong problem-solving skills;