Senior Admin Assistant - Major Bank (Calendar Management)

One of our Major Banking clients is looking for a Senior Admin Assistant – Major Bank (Calendar Management)

Length:3 Months contract with a possibility of extension

Location:Chicago, IL, USA – Hybrid (Tuesday or Thursday based on executive commitments)

Hours: Monday – Friday, 9am – 5pm CST

ROLE MANDATE:
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.

RESPONSIBILITIES INCLUDE:

•          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.

•          Manages and monitors a calendar 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.

•          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.

•          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.

•          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 furniture 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 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.

•          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

Interviews

•          2-3 rounds

URGENT: Please read the job description above. If this interests you, apply to the job with your most updated resume, including your contact number and email address.

The recruiter in charge of this role is Leonard. 

If you do not think you are a match for this opportunity, but know someone who is, feel free to forward this job description to them and you will be eligible for a referral bonus upon a successful hire.

Please note that this is the most up to date version of job description available at this time – During Client Interview you will receive additional information – variance may apply!

Please note: Adherence to our end client’s vaccination policy is a requirement.

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