Administrative Assistant

Job Description

Position Summary

The Administrative Assistant will perform a wide variety of functions to directly support the two Brand Activation VPs.  The Administrative Assistant is responsible for highly confidential and sensitive information and will work with a diverse group of internal contacts at all levels of the organization and external callers and visitors. Independent judgment is required to plan, prioritize and organize diversified workload, under general supervision but primarily acting on own initiative.

Responsibilities

• Manage day-to-day calendars, including arranging meetings, finding available time across all attendees, securing meeting rooms, and finding reasonable balance of meetings for each team member.
• Conduct ongoing calendar maintenance—Ensuring timely and efficient changes (updates, additions & conflicts) in schedules and communication across key participants and their admins.
• Presence in the office at least 2 days a week in office to prepare meeting rooms, set up conference calls/videos, order and set up catering, facilitate meeting set-up and clean up.
• Travel Coordination - coordinates travel and schedule changes for team members; airfare, car rentals, hotel, car services and dinner reservations.
• Maintains profiles for all individuals in Concur including, seat preference, carrier preference, allergies, frequent flyer numbers, reward programs and status programs. 
• Travel Expense Management – Reviews and processes all travel expenses for identified leaders, ensures reports are completed on time and within company guidelines.
• Meeting Coordination - plans and executes on-site and off-site meetings for the year, sometimes in collaboration with Corporate Travel and Events:  logistics, venues, AV, catering and presentations. 
• Budgeting work including  setting up new purchase orders, new vendor set up, and following up on unpaid or outstanding invoices for select team work.
• Strong data entry skills for preparing expense reports and other spreadsheet needs including occasional ticket and warehouse inventory work.
• General Office - ships packages, organizes courier arrangements, updates files, contact lists, fulfills product requests, places product orders and answers general office questions about department policies and procedures.
• New Hire On-boarding – coordinates all details for new hires first day in the office, orders business cards, cell phones and adds new employees to the proper distribution lists.
• Performs other duties, as assigned.

Minimum Qualifications

• 5 or more years of office administrative support experience to senior management in a fast-paced environment
• Robust experience with Microsoft Suite , specifically Outlook, Word, Excel and PowerPoint
• Strong organizational and time management skills to effectively work independently on projects from conception to completion; while also being able to work under pressure at times to handle a wide variety of activities
• Ability to coordinate multiple projects, set priorities, and deliver projects with deadlines
• High degree of accuracy with attention to detail
• Demonstrated proactive approaches to problem-solving with strong decision-making capability
• Strong interpersonal skills and communication skills in order to work collaboratively with all levels of management, other admins, vendors and other business partners
• Ability to handle sensitive information with a high degree of confidentiality

Preferred Qualifications

• Bachelor's degree preferred
• Experience using Concur, JDE, and Ariba

Physical Requirements/Work Environment

• Must be at least 21 years of age
• Must be able to sit and/or stand for long periods of time and work on a computer for extended periods
• Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions

Location

Chicago, Illinois

Additional Locations

Job Type

Full time

Job Area

Administrative Support

The salary range for this role is:

$26.96 - $38.80

This is the lowest to highest salary we in good faith believe we would pay for this role at the time of this posting.  Our compensation is based on cost of labor. For remote locations or positions open to multiple locations, the pay range may reflect several US geographic markets, including the lowest geographic market minimum to the highest geographic market maximum. We may ultimately pay more or less than the posted range, and the range may be modified in the future. An employee’s pay position within the sa