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Executive Assistant
3 months ago
Our client in the legal space is looking to bring an Executive Assistant (Operations and Marketing) to their team on a fulltime basis. The role is hybrid 3x a week in Chicago, IL.
This position is responsible for overseeing a wide range of administrative, operational, and marketing responsibilities for two busy executives. The individual will be responsible for providing support in the areas of calendaring, meeting planning and preparation, presentations and agendas, vendor coordination, research, and special projects. The ideal candidate will be a resourceful and organized problem solver with good judgement and understand the importance of confidentiality. Some overtime required. Candidates must be proficient in the Microsoft Office Suite of applications and possess excellent communication and organizational skills for this fast-paced role.
DUTIES AND RESPONSIBILITIES:
• Administrative duties include, but are not limited to scheduling meetings, coordinating the arrival of vendors & guests, handling mail and packages, travel arrangements, individual expense reports and reconciling department expenses, and high touch interaction with attorneys and staff.
• Extensive coordination of busy calendars.
• Managing meeting logistics, including calendaring, preparation of materials, and coordinating with catering, reception and technology teams.
• Conducting research for various operational, industry, and marketing/events projects.
• Preparing/editing PowerPoint presentations.
• Performing high-level Excel tasks (e.g., pivot tables, macros, data validation, etc.).
• Assisting with ongoing policy and procedure updates along with maintenance of firm contracts and department Intranet pages.
• Assisting with conducting and gathering firm-wide surveys and analysis of outcomes.
• Assisting with other special and confidential projects as needed.
• Performing other duties as assigned.
KNOWLEDGE, SKILLS, AND ABILITIES REQUIRED:
• Has three to five years’ experience, preferably in a professional services firm;
• Has a college degree;
• Has a positive disposition, is personable and mature, with a professional and polished presence;
• Is intelligent, focused and has excellent judgement;
• Is organized, detail oriented and a great communicator, with strong ability to multi-task;
• Is resourceful and a creative problem-solver;
• Is well-versed in using all Microsoft Office Suite programs (Word, Outlook, Excel, PowerPoint);
• Is reliable, competent, self-motivated, well-spoken, good humored and able to work with people at all levels;
• Is able to prioritize workflow, manage their own desk, and work independently with minimal supervision.
WORKING CONDITIONS AND PHYSICAL EFFORT:
• Work is normally performed in a typical office work environment.
• Overtime occasionally available and occasionally required to meet deadlines as needed.
• Limited physical effort required and very limited exposure to physical risk.