Overview
Administrative Assistant Jobs in Chicago, IL at Notified
Full Job Description
JOB DESCRIPTION
For this opening we will consider candidates from the following locations: El Segundo,CA,United States | Chicago,IL,United States
Notifiedis hiring anAdministrative Assistant to support two executives. The position can be based in either our El Segundo, CA (2321 Rosecrans Avenue 90245) or Toronto, Canada (155 University Avenue ON, M5H 3B7) office. This position will offer a hybrid work schedule; Tuesday, Wednesday & Thursday in the office with the option of working remotely on Monday & Friday unless needed. Someone who is a self-starter with a positive attitude, works well under pressure and has a high attention to detail, will be successful in this role!Basic Functions
Provide a variety of confidential and complex support functions to assigned executives
Successfully complete critical or sensitive project tasks of deliverable assignments with a hands-on approach ensuring project risks are escalated
Assist with the disposition of confidential documentation and information from internal departments and clients
Assist with department budget (e.g., review of variance reports, tracking expenditures, paying invoices, etc.) which may include navigation, data entry, editing, and otheradministrative changes through a corporatefinance and accounting software system
Screen and direct incoming calls and visitors for the assigned executive in a professional and courteous manner providing information to callers and visitors as appropriate
Prepare confidential correspondence, memorandums, reports, etc. from rough draft to final copy ensuring 100% accuracy before distribution and maintain sensitive and confidential files in an organized manner which includes preparing inactive files for off-sitestorage and maintainrecords of inactivefiles
Major Job Accountabilities
General Administrative Support- Provide administrative support for assigned executive management and other department staff, ensuring adherenceto corporate and department policiesand 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 meetingmaterials and make necessary meetingarrangements 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 assistedin a timely and accurate manner
As required, gather receipts and other records in order to prepare reports and process for payment 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 varietyof departmental projects ensuring established timelinesare met
Prepare reports, material and documentation as requested
May update project plan
Create and maintain organ…
Title: Administrative Assistant
Company: Notified
Location: Chicago, IL
Category:
