Administrative Assistant

Job Description
For this opening we will consider candidates from the following locations: Chicago,IL,United States |
Notified is hiring an Administrative Assistant for a temporary 3-4-month maternity leave coverage starting in May 2023. The office is in the River West area of Chicago.
Basic Function
The Administrative Assistant will be responsible for providing administrative support for executive management and other department staff; perform a variety of functions (e.g. word processing, copying, phone coverage, file maintenance, sort and prioritize incoming and outgoing mail and faxes, create reports, etc) which may require prioritizing work based on timelines; prepare meeting materials and make necessary meetings and appointments; participate in activities associated with a variety of departmental projects ensuring established deadlines are met
Major Job Accountabilities
General Administrative Support - Provide administrative support for assigned executive management and other department staff, ensuring adherence to corporate and department policies and procedures and established deadlines

• Perform a variety of administrative functions (e.g. word processing, copying, phone coverage, file maintenance, sort and prioritize incoming and outgoing mail and faxes, creating reports, etc) which may require prioritizing work based on timelines
• As required, maintain supervisor's calendar including scheduling meetings and appointments
• Prepare meeting materials and make necessary meeting arrangements as well as itineraries for clients or department personnel
• May order supplies and ensure appropriate supply levels are maintained which includes
• receiving deliveries of supplies and verify against actual order, handling any discrepancies
• Coordinating travel arrangements with Corporate Travel which includes completing travel requisitions and verifying that travel has been appropriately approved
• Meet and greet customers and clients and ensure they are assisted in an timely and accurate manner
• As required, gather receipts and other records in order to prepare reports and processes for
• payments in a timely manner

• Maintain confidentiality of department information (e.g., budgets, salary information, etc) ensuring adherence to department policies and procedure

Project Assistance - Participate in the activities associated with a variety of departmental projects ensuring established timelines are met

• Prepare reports, material and documentation as requested
• May update project plan
• Create and maintain organized project files
• Provide project lead with status reports throughout assigned projects detailing project status and timeline

Team Interface/Customer Service - Establish and maintain a professional relationship with internal/external customers, team members and department contacts

• Cooperate with team members to meet goals or complete tasks
• Provide quality customer service that exceeds customer expectations and improves level of service being provided
• Treat all internal/external customers, team members and department contacts with dignity/respect
• Escalate to supervisor any situation outside the employee's control that could adversely impact the services being provided

Mental and Physical Requirements

• This position will be exposed mainly to an indoor office environment and will be expected to work near or around computers, telephones, and printers
• The nature of the work in this position is sedentary and the incumbent will be sitting most of the time
• Essential physical functions of the job include typing, grasping, pulling hand over hand, and repetitive motions to utilize general computer software/hardware continuously throughout the work day
• Essential mental functions of this position include concentrating on tasks, reading information, and verbal/written communication to others continuously throughout the work day

Related Duties as Assigned

• The job description documents the general nature and level of work but is not intended to be a comprehensive list of all activities, duties, and responsibilities required of job incumbents
• Consequently, job incumbents may be asked to perform other duties as required
• Also note, that reasonable accommodations may be made to enable individuals with disabilities to perform the functions outlined above
• Please contact your local Employee Relations representative to request a review of any such accommodations

Minimum Qualifications
Applicant for this job will be expected to meet the following minimum qualifications.
Education

• High school diploma or GED required. Additional specialized secretarial course work in office practices, management or business administration preferred.

Experience

• Minimum 2 years increasingly responsible administrative secretarial experience required

Other

• Intermediate knowledge of Word and Excel required
• Type a minimum of 45 words per minute accurately

What's next...
Qualified candidates will be contacted by a member of our in-house recruitment team to kick-start the recruitment process (preliminary assessments and/or telephone interview).
Don't meet every single requirement?
Studies have shown that women and people of color are less likely to apply to jobs unless they meet every single qualification. At Notified, we are dedicated to building a diverse, inclusive, and authentic workplace, so if you are excited about this role but your experience doesn't align perfectly with every qualification in the job description, we encourage you to apply anyway. You may be just the right candidate for this or other roles.
Equal Opportunity Employer/Veterans/Disabled
ABOUT US
Connecting people with each other and the right information is mission critical. Our Company develops innovative cloud-based technology to make it easier, more effective and more efficient to make the right connections. Our solutions put people in sync with each other and the right information, so they gain the insight needed to reach better decisions on the issues that matter most. We do it with a laser focus on reliability.
The Company is a leading provider of technology-driven, communication services, serving Fortune 1000 companies and other clients in a variety of industries, including telecommunications, retail, financial services, public safety, technology and healthcare. For more than 30 years, we have been leading the way in hosted and cloud-based solutions.
Our solutions connect people with each other and the information needed to gain insights for better decisions on the issues that matter most - Information to Insight.
Our Company has sales and/or operations in the United States, Canada, Europe, the Middle East, Asia Pacific, Latin and South America and is an Equal Opportunity Employer - Veterans/Disabled and Other Protected Categories. Our Company welcomes and encourages applications of individuals with disabilities. Accommodations are available on request for candidates taking part in all aspects of the selection process.
ABOUT THE TEAM
Notified® is a business segment within West, and is the world's only communications cloud for events, public relations, and investor relations to drive meaningful insights and outcomes. Our Events Cloud enables event planners, marketers, and communications professionals to create unforgettable experiences which build brand and community engagement through hybrid events, conferences, trade shows, town halls, and product launches. Notified's PR Cloud enables public relations professionals to reach global audiences, monitor brand sentiment, send press releases via GlobeNewswire®, measure success, and drive earned media. Navigate the media landscape and tap into real-time analytics from an integrated, intelligent, and easy-to-use platform. The Investor Relations Cloud enables investor relations professionals to manage communications - earnings calls, regulatory filings, press releases, investor days, and IR Websites - to maximize shareholder value. Activate your market strategy and manage dynamic communications and regulatory requirements from one platform.
At Notified we place a lot of value in giving our clients the solutions and support they need to operate efficiently and successfully. This same desire we use to set our customers up for success applies to our employees as well. Notified is committed to helping our employees and their families maintain a healthy work/life balance, to build a financially secure future. Self-development and learning are key with all our global employees having access to our internal learning and development university DevelopU for career and skills enhancement.