Administrative Assistant Chicago Hybrid

Profile

**MEMBERS ONLY**SIGN UP NOW***. is seeking to hire an Administrative Assistant who will support the GCI operations function as well as supporting our two Chicago market leads. Responsibilities include ongoing information technology (IT) issues support, helping to create and track IT issue tickets across the agency, giving personal support to those experiencing issues to help them identify IT resources to resolve the issues. While customer service and admin backgrounds are necessary for this work, past IT experience or deep IT knowledge is not required. This role will also support our paid media team in onboarding new vendors, processing and tracking payments. Additionally, this role will support the administrative process for our freelancers, tracking requests and preparing contracts, payment and paperwork for our freelancers. Administrative responsibilities will include executive scheduling of meetings (client and internal), booking travel, time entry and submitting expenses for submission to finance. They will manage daily calendars and inboxes prioritizing and preparing overviews of all commitments and making adjustments, when conflicts arise, to ensure the most efficient use of time.
The ideal candidate will have experience working within an agency setting for operation or HR functions and/or senior level executives and possess the professional traits of diplomacy, discretion and foresight in addition to deep project management skills, attention to detail and problem-solving success. The ability to remain calm under tight deadlines and multiple competing obligations is critical.
This is an opportunity to support leaders of a rapidly-growing communications agency focus on improving the lives and health of patients, getting a hands-on view of the inner workings of an agency.
Requirements
RESPONSIBILITIES:
Tracking and providing individual support for employees facing IT issues, escalating issues to our IT teams for support.
Setup of vendors and oversight of vendor payments for digital specialty teams.
Administrative support for our freelancer process, collecting and triaging freelancer requests and ensuring contracts and paperwork are in place for all freelancers.
Time entry and other support for freelancers as needed.
Daily monitoring of calendars, prioritizing information for maximum efficiency
Booking travel, creating detailed itinerary and daily agenda
Support the drafting of memos, reports, decks and presentations
Submit timesheets and expenses for senior leaders, working to ensure their completion
Work in lock-step with Senior Executives to create seamless support on a daily basis
Anticipate conflicts and problem solve contingency plans in advance
QUALIFICATIONS:
Minimum of four years experience supporting senior executives in an administrative capacity
Experience working in a large organization, across multiple geographies and timezones is highly desired
Ability to develop relationships with senior executives
Excellent project management skills and multi-tasking with strong attention to detail
Superior oral and written communication skills
Highly proficient in all MS Office applications
Desire to work in a diverse and inclusive organization as an active participant in culture initiatives, training opportunities and employee resource groups
*The job description is a summary of typical job functions and is not an exhaustive list of possible duties. The jobholders responsibilities and duties may differ from those outlined above. Other duties, as assigned, may be part of the job.
We know we learn best when Inclusion, Diversity, Equity and Accessibility (I.D.E.A) are embedded into everything we do for our people, agency, clients and communities we serve. We wholly believe that creative truly inclusive and innovative solutions by growing talent that mirrors the marketplace is critical to our success. To that end, we strongly encourage applications from talent across all dimensions of race/ethnicity, LGBTQ, differently abled and veteran status to come and grow with us.
**MEMBERS ONLY**SIGN UP NOW***.

Company info

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