Administrative Assistant, Marketing, Chicago

SUMMARY

The Administrative Assistant will provide administrative support to the Head of Marketing (Managing Director), Executive Directors and Principals across the Marketing department.

This position is an exciting opportunity for a hard-working individual who is a quick learner, detail-oriented, proactive, and tactful, and specifically for someone with high energy who is looking to add value to a team that is transforming the marketing function. Strong organizational skills, written and verbal communication skills, ability to anticipate needs, work independently and prioritize workload are required. The Administrative Assistant will interact with senior leaders, and internal teams, which will require a high level of professionalism, positive “can do” attitude and discretion.

This position is hybrid, and employees are expected to be in the office on Tuesdays and Wednesdays as well as a third day in coordination with your manager.

RESPONSIBILITIES          

The individual will be involved in the following critical activities:

• Proactively manage the calendars of several individuals, schedule and organize activities such as meetings, conference calls, team outings, and occasionally, travel itineraries.
• Proactively monitor, update, and communicate last minute changes to calendars in a timely and organized manner, identifying conflicts and coordinating with other admins to identify adjustments needed.
• Make yourself available on remote days to coordinate and print Meeting Material and RFP requests with Marketing, Business Development and Investments teams to ensure they have all requested materials in advance of prospect and client meetings or stated RFP deadlines.
• Deliver printed materials according to defined specifications, with a high attention to detail and appreciation that mistakes to impact business outcomes.
• Track requests for printed materials in Salesforce; determine, manage, track and ship printing needs.
• Work with members of the team on special and recurring projects to enhance team impact, efficiency and effectiveness. Learn fundamental marketing functions and support formation of PowerPoint slides.
• Schedule RFP Kick-off Calls, as needed, and adhere to the appropriate guidelines.
• Handle confidential and non-routine information with confidentiality and sensitivity.
• Review and analyze requests and inquiries and respond as appropriate.
• Prepare and submit travel and expense reports in a timely manner utilizing Concur.
• Proactively identify and advocate for efficiency improvements in the processes and infrastructure of the team as necessary and based on your purview.
• Utilize Microsoft Office products for planning, coordinating, communicating, and organizing activities.
• Answer phone calls and communicate all messages in a timely manner.
• Perform related duties as assigned.

EDUCATION, SKILLS AND EXPERIENCE REQUIREMENTS

The ideal experience and critical competencies for the role include the following:

• Bachelor’s degree preferred or equivalent experience.

• Minimum of 3 years of professional administrative assistant experience supporting multiple senior individuals (preferably in marketing) in a corporate setting demonstrating professionalism, integrity, confidentiality and decorum.
• Proven experience successfully managing calendars and travel itineraries; ability to modify schedules as needed in a professional and efficient manner.
• Expert knowledge of Microsoft Office products, including proficiency in Excel, Word and PowerPoint. 
• Experience supporting managers in remote locations a plus.
• Experience with Concur a plus.
• Experience with Salesforce a plus.
• Proven ability to work in a fast-paced environment with a high level of accuracy and attention to detail.
• Outstanding verbal and written communications skills.
• Demonstrated team player with ability to build and maintain outstanding relationships and to work both independently and within a team.
• Excellent time management skills with the ability to multitask, balance priorities, meet deadlines, anticipate issues/problems, and proactively communicate as needed.
• Consistent work ethic and dedication to follow tasks through to completion.
• Entrepreneurial approach to task management. Ability to take control and manage tasks independently; a self-starter, independent thinker with excellent judgment.
• Strong problem-solving capabilities; demonstrates creative and innovative design, development and implementation of process improvements.
• Flexibility and adaptability to various changing working conditions based on priorities with willingness and ability to work overtime as requested.