Executive Assistant

Spectraforce

Chicago, Illinois


12 days ago

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Job Description

Position Title: Executive Assistant
Duration: 6 Months
Working hours: Can vary, ex: 8:30 am – 5:00 pm; 9:00 am – 6:00 pm
Working Location: Chicago, IL - Office [4 days in office]
 
Role Mandate:
Performs a variety of administrative and clerical tasks, financial and human resources administration and provides professional support to one or more Managers and their direct reports. The role provides general office services ensuring all administrative and operational processes and control standards are followed, while seeking to determine, develop, and participate in the implementation of improvement opportunities, contributing to the effective and efficient operation of the business group.
 
Role Responsibilities Include (but are not limited to):
  • Leads the planning, coordinating, and implementing department events.
  • Provides senior-level administrative and operational support within a large, diverse team including one or more senior executives.
  • Employs systems (e.g. customized exception reports, tracking reports etc.) to manage information.
  • Integrates information from multiple sources to enable more efficient processes, enhanced analysis and/or streamlined reporting.
  • Provides input into the planning and implementation of administrative programs.
  • Builds effective relationships with internal/external stakeholders.
  • Gathers and formats data into regular and ad-hoc reports, and dashboards.
  • Coordinates and monitors budgets and reporting on results vs. budget.
  • Provide coaching and mentoring to more junior administrative assistants to support them in developing a capability to carry out current job accountabilities.
  • Manages and monitors calendars and upcoming events. Dispatches meeting invitations, books meeting rooms and arranges for resources and other requirements in support of smooth and efficient meeting facilitation. Supports the coordination and implementation of department events.
  • Develops and maintains a filing system; ensures business and operational reports, forms, and other documentation, paper or electronic, are readily available.
  • Supports the development of tailored messaging, which may include writing, editing and distributing communications (e.g., correspondence, presentations, policies & procedures).
  • Processes invoices for payment in adherence with documented processes and guidelines and vendor agreements.
  • Prepares and logs departmental expense claims and reports. Tracks expenses to ensure they stay within budget.
  • Makes travel arrangements, booking flight/hotel reservations as needed.
  • Liaises with internal business units and external vendors and participates in the local coordination and implementation of premises and building-related matters including incoming/outgoing staff and contractors, relocations, office planning and new furniture requirements while ensuring minimal interruptions to business operations.
  • Maintains supplies inventory by checking stock to determine inventory level; anticipating needed supplies; placing and expediting orders for supplies; verifying receipt of supplies.
  • Maintains and tracks overtime, on-call claims, staff vacations and absences in accordance with Bank and/or divisional guidelines to ensure consistency in entitlement and to determine staff availability.
  • Coordinates training requirements for staff (research, booking, cancellations, confirmations, etc.).
  • Thinks creatively and proposes new solutions.
  • Exercises judgment to identify, diagnose, and solve problems within given rules.
  • Broader work or accountabilities may be assigned as needed.
 
Must-Have Skills:
  • 5-7 years of relevant experience in an administrative/ professional support function, demonstrating progressive responsibility and a post-secondary degree in a related field of study.
  • Specialized knowledge from education and/or business experience.
  • Verbal & written communication skills - In-depth.
  • Collaboration & team skills - In-depth.
  • Analytical and problem-solving skills - In-depth.
  • Attention to detail & organizational skills – In-depth.
 
Interviews:
  • 1st round with hiring manager.
 

About Us: Established in 2004, SPECTRAFORCE® is one of the largest and fastest-growing diversity-owned staffing firms in the US. The growth of our company is a direct result of our global client service delivery model that is powered by our state-of-the-art A.I. proprietary talent acquisition platform, robust ISO 9001:2015/ISO 27001 certified processes, and strong and passionate client engaged teams. We have built our business by providing talent and project-based solutions, including Contingent, Permanent, and Statement of Work (SOW) services to over 140 clients in the US, Canada, Puerto Rico, Costa Rica, and India. Key industries that we service include Technology, Financial Services, Life Sciences, Healthcare, Telecom, Retail, Utilities and Transportation. SPECTRAFORCE is built on a concept of “human connection,” defined by our branding attitude of NEWJOBPHORIA®, which is the excitement of bringing joy and freedom to the work lifestyle so our people and clients can reach their highest potential. Learn more at: http://www.spectraforce.com
 
Benefits: SPECTRAFORCE offers ACA compliant health benefits as well as dental, vision, accident, critical illness, voluntary life, and hospital indemnity insurances to eligible employees. Additional benefits offered to eligible employees include commuter benefits, 401K plan with matching, and a referral bonus program. SPECTRAFORCE provides unpaid leave as well as paid sick leave when required by law.

Equal Opportunity Employer: SPECTRAFORCE is an equal opportunity employer and does not discriminate against any employee or applicant for employment because of race, religion, color, sex, national origin, age, sexual orientation, gender identity, genetic information, disability or veteran status, or any other category protected by applicable federal, state, or local laws. Please contact Human Resources at LOA@spectraforce.com if you require reasonable accommodation. 
At SPECTRAFORCE, we are committed to maintaining a workplace that ensures fair compensation and wage transparency in adherence with all applicable state and local laws. This position’s starting pay is: $31.99/hr.