Administrative Assistant - Chicago, United States - Digitas

Digitas Chicago, United States

1 month ago

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Full time

Description

Job Description

We are the connected marketing agency, a full-service agency with modern creative & media, data, and technology services all under one roof.

We are connected in the way we think and the way we work. At the heart of our company are great people that we call Unicorns. Our Unicorns are open, bold, and curious and love to solve complex problems for clients in unique ways.

We're looking for an Administrative Assistant who can manage and coordinate calendars for capability, often involving extensive researching. Schedule/coordinate appointments between clients, keeping appropriate staff and other personnel informed as needed. It's not a small or easy task, but it's a fun and rewarding one. If you think you're up for it, read on.

Tasks and responsibilities include:

Act as the liaison with clients; answer department's phone, handle calls appropriately (e.g. handwritten message, voicemail, re-direct); Transcribe from tape, voice mail, handwritten notes, etc.
Create professional PowerPoint Presentations utilizing charts, diagrams and graphs
Maintain and distribute all correspondence/status reports for individual Client teams
Arrange domestic and international travel plans (e.g., flights, hotel, car, ground transportation, upgrades, visa/passport) that may involve multiple locations
Confirm accuracy and completeness of arrangements and deliver tickets and other documents
Research information from the internet to generate reports as needed
Arrange all aspects of on-site and off-site group meetings (space, catering, technology, transportation, materials, etc.)
Coordinate work through service departments as appropriate (e.g., Graphic, Travel, Facilities, etc.) to ensure accuracy and completeness of arrangements/deliverables.
Maintain current knowledge of Digitas technical (software, hardware, virtual) capabilities
Provide assistance with copying, faxing, and distribution of materials
Coordinate Client/department functions
Collect time sheets and submit on time
Assist with T&E preparation
Maintain team vacation and office in/out schedule
Provide reception backup coverage
Proactively assist other Departments/ AA's during downtime

Traits & Distinguishing Characteristics:

Display a professional, detail-oriented and proactive approach
Able to work independently and adapt to new situations
Proficiency in or demonstrates capability to quickly learn the tools of the position
Desire to excel and have an impact on the company's growth

Qualifications

Two or Four year degree
1-3 years experience
Demonstrate strong verbal, interpersonal, and written communication skills
Proficiency in Word, Excel, and PowerPoint
Organized and able to handle multiple tasks in a fast-paced environment
Demonstrated strong task management skills
Demonstrated strong relationship management skills
Candidate must be open to travel as needed

Got what it takes? We'd love to hear from you.

Additional Information

Digitas is an equal opportunity employer.

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