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Form of workJob Description
Job Description: Position Title: Admin Support – Manager
Est. Start Date: ASAP
Length of Contract: 6 months
Possibility of Extension?: YES
Possibility of FTE?: YES
Physical Working Location (required): 111 W Monroe St Chicago > > > and 320 S Canal (the executive works between the 2 offices and we are moving to 320 in Feb/March)
Is this role remote?: NO. HYBRID.- Tuesday or Thursday based on executive commitments (could change)
Hours of Operation:9am - 5pm CT.
Max Bill Rate: ***/hr
Performs a variety of administrative and clerical tasks, financial and human resources administration and provides professional
support to an Executive and their direct reports. The role provides general offices services ensuring all administrative and operational
processes and control standards are followed, while seeking to determine, develop, and participate in implementation of
improvement opportunities, contributing to the effective and efficient operation of the business group.
• Provides proactive, precise senior level administrative and operational support within a large, diverse team including one or more
senior executives.
• Acts as conduit to an Executive and their team, responding to and resolving/escalating inquiries.
• Supports calendar management for an Executive with a high volume of internal and external engagements. Manages schedules for
upcoming meetings and events. Dispatches meeting invitations, books meeting rooms and arranges for resources and other
requirements in support of smooth and efficient meeting facilitation.
• Makes travel arrangements, booking flight/hotel/transportation reservations as needed.
• Supports the development of tailored messaging, which may include writing, editing and distributing communications (e.g.,
correspondence, presentations, policies & procedures).
• Dispatches outgoing communications.
• Develops and maintains a filing system; ensures business and operational reports, forms, and other documentation, paper or
electronic, are readily available.
o Oversee team's access to meeting rooms and workstations, acting as point person to manage booking conflicts and identify alternative spaces.
• Integrates information from multiple sources to enable more efficient processes, enhanced analysis and/or streamlined reporting.
• Provide administrative support to special projects within the business function as needed
• Maintains supplies inventory by checking stock to determine inventory level; anticipating needed supplies; placing and expediting
orders for supplies; verifying receipt of supplies.
• Leads the planning, coordinating and implementing department events. Arrange booking of appropriate space, equipment, technology and catering.
• Provides input into the planning and implementation of administrative programs.
• 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 office location
requirements while ensuring minimal interruptions to business operations.
• Coordinates and monitors budgets and reporting on results vs. budget.
• 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.
• Maintains and tracks staff vacations and absences in accordance with Bank and/or divisional guidelines to
determine staff availability.
• Organizes information to ensure accuracy and completeness.
• Thinks creatively and proposes new solutions.
• Breaks down strategic problems; provides insights and recommendations.
• Exercises judgment to identify, diagnose, and solve problems within given rules.
• Builds effective relationships with internal/external stakeholders.
• Works mostly independently.
• Broader work or accountabilities may be assigned as needed.
Qualifications:
• Typically 7+ years of relevant experience in an administrative/ professional support function, demonstrating progressive responsibility and post-secondary degree in 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.
• Influence skills - In-depth.
Education: Post- Secondary
TOP 3 SKILLSETS:
Calendar management- Microsoft Outlook
Managing Travel
Integrating information from multiple sources
Nice to have
Communications background ( nice to have but not limited to)
Project coordination
Great Candidate:
Someone who is able to look at things wholistically and strategically
proactive and is able to take ownership of their work and take initiative to propose solutions
Interview Process:
First Round – 30 min Teams meeting with HM
Second Round - 30 min Teams meeting with HM's one-up
Possible 3rd round if one-up would like additional stakeholders to weigh in
Format will consist of behavioral and getting to know you type questions.
Reason for Request:
Est. Start Date: ASAP
Length of Contract: 6 months
Possibility of Extension?: YES
Possibility of FTE?: YES
Physical Working Location (required): 111 W Monroe St Chicago > > > and 320 S Canal (the executive works between the 2 offices and we are moving to 320 in Feb/March)
Is this role remote?: NO. HYBRID.- Tuesday or Thursday based on executive commitments (could change)
Hours of Operation:9am - 5pm CT.
Max Bill Rate: ***/hr
Performs a variety of administrative and clerical tasks, financial and human resources administration and provides professional
support to an Executive and their direct reports. The role provides general offices services ensuring all administrative and operational
processes and control standards are followed, while seeking to determine, develop, and participate in implementation of
improvement opportunities, contributing to the effective and efficient operation of the business group.
• Provides proactive, precise senior level administrative and operational support within a large, diverse team including one or more
senior executives.
• Acts as conduit to an Executive and their team, responding to and resolving/escalating inquiries.
• Supports calendar management for an Executive with a high volume of internal and external engagements. Manages schedules for
upcoming meetings and events. Dispatches meeting invitations, books meeting rooms and arranges for resources and other
requirements in support of smooth and efficient meeting facilitation.
• Makes travel arrangements, booking flight/hotel/transportation reservations as needed.
• Supports the development of tailored messaging, which may include writing, editing and distributing communications (e.g.,
correspondence, presentations, policies & procedures).
• Dispatches outgoing communications.
• Develops and maintains a filing system; ensures business and operational reports, forms, and other documentation, paper or
electronic, are readily available.
o Oversee team's access to meeting rooms and workstations, acting as point person to manage booking conflicts and identify alternative spaces.
• Integrates information from multiple sources to enable more efficient processes, enhanced analysis and/or streamlined reporting.
• Provide administrative support to special projects within the business function as needed
• Maintains supplies inventory by checking stock to determine inventory level; anticipating needed supplies; placing and expediting
orders for supplies; verifying receipt of supplies.
• Leads the planning, coordinating and implementing department events. Arrange booking of appropriate space, equipment, technology and catering.
• Provides input into the planning and implementation of administrative programs.
• 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 office location
requirements while ensuring minimal interruptions to business operations.
• Coordinates and monitors budgets and reporting on results vs. budget.
• 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.
• Maintains and tracks staff vacations and absences in accordance with Bank and/or divisional guidelines to
determine staff availability.
• Organizes information to ensure accuracy and completeness.
• Thinks creatively and proposes new solutions.
• Breaks down strategic problems; provides insights and recommendations.
• Exercises judgment to identify, diagnose, and solve problems within given rules.
• Builds effective relationships with internal/external stakeholders.
• Works mostly independently.
• Broader work or accountabilities may be assigned as needed.
Qualifications:
• Typically 7+ years of relevant experience in an administrative/ professional support function, demonstrating progressive responsibility and post-secondary degree in 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.
• Influence skills - In-depth.
Education: Post- Secondary
TOP 3 SKILLSETS:
Calendar management- Microsoft Outlook
Managing Travel
Integrating information from multiple sources
Nice to have
Communications background ( nice to have but not limited to)
Project coordination
Great Candidate:
Someone who is able to look at things wholistically and strategically
proactive and is able to take ownership of their work and take initiative to propose solutions
Interview Process:
First Round – 30 min Teams meeting with HM
Second Round - 30 min Teams meeting with HM's one-up
Possible 3rd round if one-up would like additional stakeholders to weigh in
Format will consist of behavioral and getting to know you type questions.
Reason for Request:
