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Chicago

Administrative Assistant

JOB SUMMARY:

This role assists the Managing Director and various senior executives with administrative duties as well as coordinates operational functions for the office.

 

RESPONSIBILITIES:

  • Performs assistant duties for Managing Director and Global Creative Director including calendar management, coordinating meetings and liaising with internal/external partners and clients; completing expense reports and assisting with travel arrangements.
  • Expense report filing for various senior managers
  • Manages budget for internal expenses (social events and employee perks)
  • Assists with travel, expense and timesheet process support for all members of team (using Microsoft AX/Dynamics)
  • Performs COVID coordinator duties
  • Manages office traffic using security control system
  • Coordinates interagency and client FedEx needs, mail distribution and shipping
  • Places orders as needed including catering, office supplies, and first aid supplies
  • Serves as main contact for HUB/office services and building activities including office machinery maintenance.
  • Maintains and coordinates office seating chart and oversees office moves
  • Manages set up of new hires including phones, computers, office supplies and security
  • Assists with intranet updates and maintenance related to Chicago office
  • Runs timesheet trainings for all members of team as part of onboarding process, assists HR with various duties as assigned
  • Manages office/client expenditures including transcriptions, subscriptions,
  • Coordinates and manages budgets for community service events and social/cultural activities for staff including holiday parties, partnering with the DEI leads and the Long Beach office
  • Handles catering, set up and clean up of agency meetings and parties, coordinates AV needs, room reservations and logistics for external speakers
  • Co-leads office social committee of employee volunteers
  • Assists various team leads with administrative tasks including pending charges, partner agency reporting and document management
  • Acts as office “ambassador” to all employees around how to do things, who to ask, where to go, policy, etc

 

PERFORMANCE QUALIFICATIONS:

  • Dependable, has initiative and is a self-starter
  • Courteous, pleasant with a customer service attitude
  • Multi-tasker, flexible
  • Strong verbal and written skills
  • Detail oriented with good follow through
  • Ability to maintain confidential information

 

QUALIFICATIONS:

  • High school grad or GED
  • 1 year minimum as general assistant performing similar duties
  • Computer skills including Microsoft programs, Word, Excel and PowerPoint as a plus, as well as Outlook or other email software
  • Specialized skills
  • Experience with office equipment including copiers and printers

 

 

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Designory is proud to be an Equal Employment Opportunity Employer. Designory does not discriminate on the basis of race, religion, disability status, protected veteran status, sexual orientation, or any other characteristic protected by federal, state or local laws.