Senior Administrator

Beacon Hill - Job Details
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Senior Administrator

Chicago, Illinois

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Direct (Permanent) Full Time

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$ 85,000 - $ 90,000 per year

Chicago, Illinois

Direct (Permanent) Full Time

$ 85,000 - $ 90,000 per year

July 14, 2022

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Job ID: A1291001CHI-PERM_1657834581

July 14, 2022

Job ID: A1291001CHI-PERM_1657834581

Job Summary

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Our client, a financial services company, is looking for a Senior Administrator to join their team in the downtown Chicago area. In this position, you will perform advanced administrative and confidential assignments. This position pays, based on experience, $85k to $90k.

Responsibilities:

  • Perform administrative duties for senior level management in an efficient and timely manner
  • Delegate tasks to other administrative staff as needed to meet deadlines and provide training opportunities
  • Meet weekly with senior management to establish priorities. Review upcoming meetings and calls to insure they align with commitments and priorities and use independent judgement to manage deadlines and reschedule meetings and events as needed
  • Assist senior officers with tracking business development and marketing events
  • Enter all deal information into Salesforce, obtaining missing information through research or supported staff. Track progress and relevant information pertaining to engagements and be thoroughly knowledgeable of the engagement and deal process. Organize data hygiene campaigns with CF Admins in other offices to insure this function is performed on a regular basis.
  • Distribute Lucites to send to clients, buyers and other related contacts. This includes composing message for the Lucite cards on behalf of the management and congratulatory labels as well as management of packing and shipping the items
  • Coordinate travel, hotel accommodations and meetings. Research available options and set up off site meetings and closing dinners as required. In conjunction with management, develop itineraries to ensure maximum efficiency for each trip. Keep track of potential clients in destination city and suggest meeting opportunity times
  • Read and route incoming mail. Locates and attaches appropriate file to correspondence to be answered by supported staff. Manages response deadlines
  • Greet clients, ascertain nature of business and route visitors to employer or appropriate person. Set up clients meeting facilities as required. Work with management to insure all materials for client meeting are prepared
  • Manage event planning and execution for the group which includes working with the marketing team to develop budget, select venue, assist with registration, coordination of speakers, menu selection (including special requirements), group activities, event gifts, etc.. Responsible for on-site execution of events. In addition, schedule and manage internal group events, i.e., happy hours, holiday parties, group gifts, etc. Manage closing dinners and events including scheduling, activities and budgeting
  • Screen telephone calls; message taking; coordinate conference calls. Back up phone for another employee on the admin staff
  • Prepare expense reports for supported staff in a timely manner. Insure submissions are in line with corporate expense reimbursement policies. Obtain any missing receipts and reconcile credit card statements to insure all expenses are submitted. Provide training to new admin in the group on expense policies and procedures
  • Makes copies of correspondence or other printed matter as requested
  • Assist with training and onboarding of all administrative assistants to insure understanding of business line procedures and report preparation as required
  • Set up and maintain various office files, logs, listings and manuals
  • Perform related duties as assigned

About You:

  • Excellent administrative and word processing skills
  • 5+ years directly related experience in an administrative assistant position, preferably in a financial or consulting environment
  • Intermediate or advanced knowledge and ability to complete word processing tasks (correspondence, reports, memos, proposal, charts, agreements, Power Point presentations)
  • Demonstrates good decision-making skills and can make decisions with minimal supervision
  • Must have excellent analytical skills
  • Strong written, verbal and interpersonal skills
  • Must be detailed-oriented and possess outstanding organizational skills
  • Ability to multi-task, prioritize and manage the completion of projects in an efficient and timely manner with some supervision
  • Working knowledge with Concur and/or SalesForce is a plus
A1291001CHI-PERM_1657834581

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About Beacon Hill

Beacon Hill is an Equal Opportunity Employer that values the strength diversity brings to the workplace. Individuals with Disabilities and Protected Veterans are encouraged to apply.

Founded by industry leaders to set a new standard in search, career placement and flexible staffing, we deliver coordinated staffing solutions with unparalleled service, a commitment to project completion and success and a passion for innovation, creativity and continuous improvement.

Our niche brands offer a complete suite of staffing services to emerging growth companies and the Fortune 500 across market sectors, career specialties/disciplines and industries. Over time, office locations, specialty practice areas and service offerings will be added to address ever changing constituent needs.

We look forward to working with you.

Beacon Hill. Employing the Future™