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Administrative Assistant

CHICAGO-60607, IL, US
07/02/2019

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Required Skills

Microsoft Office, PowerPoint

Company

Infinity Consulting Solutions, Inc

Experience

5 to 7 Year(s)

Job Description

Our Client is seeking an Administrative Assistant with strong organizational skills and a professional demeanor to join the Chicago office.

The successful candidate will have experience supporting senior level executives and be willing to take direction in a fast paced, ever-changing environment.

This position will support three senior executives and their teams requiring different levels of support day to day.

It will be imperative for this position to balance and prioritize projects and tasks received from the executives.

Specific responsibilities include:

Handle confidential information in a professional and discreet manner

Answer telephones and gather appropriate information to direct callers including information on who to contact when a member of the team is out of the office and managing remote work and travel schedules

Coordinate scheduling of meetings/conference calls and arrange location/call details

Manage travel arrangement, including transportation, reserving accommodations, preparing detailed itineraries, and coordinating materials

Complete and submit expense reports in a timely fashion

Prepare and finalize PowerPoint presentations, Word documents, Excel spreadsheets and dashboards as directed

Prepare structure charts and diagrams (including in Visio)

Manage complex, ever-changing calendars and task lists effectively to maximize time in accordance with the executive priorities

Handle FedEx mailings and faxes as requested

Create copies, scanning and maintenance of electronic files

Order, track, and confirm receipt of messenger services and other mailings

Complete project work as needed

Print documents as requested

Assist with technology as needed

Assisting with tax research and printing using BNA and Tax Notes sites

Skills & experience required:

Bachelor's degree with at least 5 years of related administrative experience supporting at least one executive; experience within financial services required

Strong interpersonal, organizational, communication and problem-solving skills

Must have above average Microsoft Office, Visio and PowerPoint for presentations and reports

Ability to effectively and maturely communicate and collaborate with diverse personalities in all levels of management, as well as outside vendors and clients

Ability to demonstrate discretion in handling confidential data and dealing with high-level executives

Experience with coordinating travel and meeting arrangements

Experience managing calendars in different time zones

Organized, detail oriented and extremely thorough while having confidence, poise and communication skills necessary to ensure work processes are accurately and appropriately completed