Administrative Assistant

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
• Affixing electronic signatures to reduce the amount of signature requests that require physical paperwork and postage expense, etc
• Project manage key deliverables, timelines, and follow ups for finance and the global technology team; including action trackers, coordination of meetings, and compiling disclosures
• 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
• Assist with employee recognition, team culture, and team communications
• 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 a 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; willingness to assist where needed and solve problems as they arise (scheduling conflicts, logistical issues, etc)
• Ability to prioritize tasks, manage multiple deadlines, and maintain a high degree of accuracy and attention to detail
• Must be able to manage a diverse, complex, high volume workload; think proactively, creatively, independently, and analytically
• Must have a professional, team-focused demeanor at all times, especially when dealing with high-level teams
• Ability to collaborate effectively with colleagues and build strong relationships across the organization