Administrative Specialist, Chicago

3 weeks ago

Chicago, United States Accede Solutions Inc. Full time
Administrative Specialist, Chicago ( Hybrid role)

Hybrid role with 3 days onsite in location
Duration: 3 months

In this role, you will provide administrative support to the Group Senior Vice President of Sales, Service & Insights Delivery, Senior Vice President of Intelligence and their teams. You will be accountable for challenging and complex assignments that require tact, independent judgement, and timely action. You will serve as the first point of contact between the executive and internal/external clients representing the company in a positive way, providing superior customer service while maintaining cooperative working relationships. You will play a critical role in ensuring the smooth operation of the department, supporting team projects and initiatives, and fostering a professional working environment within the company.

Responsibilities:
  • Calendar and Schedule Management: Proactively manage the day of the Executive(s), resolving conflicts, coordinating, anticipating, strategizing, and prioritizing to ensure an effective time management approach.
  • Advanced Planning, Preparations& Research: Anticipate pre-meeting needs by conducting research and preparing materials to support the executive's preparation. May involvecoordinating prep calls, meetings, logistics coordination between leaders/teams, etc., and possibly creating or drafting materials if needed.
  • Meeting Scheduling & Logistics: Coordinate in-person, hybrid, and virtual meeting arrangements with internal and external audiences including conference calls with Teams, Zoom, or WebEx.
  • Travel Arrangements: Manage travel arrangements, ensuring obligations are strategically prioritized, and prepare, reconcile, and submit expense reports in a timely fashion.
  • Expense Reporting: Prepare, reconcile, and submit expense reports in a timely fashion, and according to expense policies.
  • Communications, Correspondence& Materials: Prepare, compose, and/or edit documents (agendas, minutes, notifications, etc.), communications, presentations, and other communication materials.Manage communications with third parties regarding scheduling needs and expectations.
  • Meeting Facilitation: Collaborate with team leaders to plan and facilitate leadership and team meetings, including preparing materials, taking notes, and following up on action items.
  • Efficiency Enhancement: Optimize day-to-day operations for Executive(s) and self, seeking to increase efficiency, and organization.
  • Employee Engagement: Provide leadership in coordinating employee engagement activities within the department and within the enterprise Administrative Services group.
  • Customer Relations: Develop positive rapport with internal and external customers and serve as a trusted sounding board to the Executive(s). Serve as liaison for other teams; resolves basic inquiries regarding department policies and activities. Collaborate with other assistants to facilitate communication and ensure efficient information flow within the business area and across the enterprise.
  • Other / Special Projects: Provide project-based support to assigned function or area by managing and prioritizing tasks along with participating in special projects. May assist and coordinate some onboarding activities for department.


Qualifications:
  • Relevant degree preferred.
  • 2 or more years of relevant experience in a senior administrative support role required.
  • Proficiency in Microsoft Word, Excel, and PowerPoint required.
  • Strong project management skills to balance multiple priorities with attention to detail required.
  • Sharp written and verbal communication skills.
  • Professional, can-do attitude, approach, and presence.
  • Strong organization skills and detail-orientation is necessary.
  • Event planning coordination for small and large onsite and offsite meetings.
  • Proven ability to use appropriate judgment when dealing with sensitive information.
  • Must be self-directed and results oriented.
  • Highly skilled at partnerships and collaboration, with a positive, customer service-oriented attitude.
  • Willingness to travel.
  • The ideal candidate will work at our corporate office located in Chicago, IL.
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