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Chicago

    Executive Project Administrator - Chicago, United States - Quad

    Quad
    Quad Chicago, United States

    3 weeks ago

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    Description

    The Executive Assistant will provide support and project management to several members of the Rise Executive Team, reporting to the Chief of Staff.

    A successful person in this role will have a strong analytical and data-driven approach to overseeing, wrangling, analyzing, and executing research, reports, and presentations for a variety of projects for the Operations, Facilities, HR, and Executive groups.


    This person will understand and be able to flawlessly manage multiple calendars, projects, reports, and ideas simultaneously; providing thoughtful collaboration alongside senior leadership for helping the members of the Executive Team execute the strategic vision and plan for Rise.

    A person who knows the importance of flawlessly executed meetings, trouble-free business travel, and exceptional client service, and wants the responsibility for making it all happen.

    This person will be the one who believes that stepping above expectations is an expectation.

    We're looking for someone who will enhance the customer experience, whether they be employees, partners, prospects, clients, or vendors. We need someone who is super cheerful, super helpful and makes customers happy to do business with us. Work assignments can be complex in nature, where considerable judgment, tact, creativity and initiative are required.


    Responsibilities:

    Project Management & Communication:

    • Prepare executive presentations, agendas, documents for internal and external meetings. This will require strong working knowledge of Outlook, Teams, Word, Excel, and PowerPoint, and other shared collaborative tools.
    • Identify opportunities for process improvement, including but not limited to industry research, building and managing reports from various resources, and helping stakeholders understand and adhere to deliverables to the executive for weekly, monthly meetings.
    • Executive Projects include and are not limited to: internal document management, meeting and resource scheduling, industry research, internal meeting preparation, reporting via internal tools, deck preparation, etc.
    • Conduct research, and compile reports at the direction of the Executive Team.
    • Review memos and correspondence from the Executive Team to check for spelling and grammar, ensure that company format policies are followed, and recommend revisions.
    • Responsible for developing, managing, building, and analyzing various sources of data and information with high levels of confidentiality, business acumen, and customer service.
    • Help manage executive's emails (upwards of 200 per day) to help streamline communication and provide needed insights/updates.
    • Help executives prioritize meetings, and if needed 'stand in' with team members in meetings to help keep projects moving forward in the executive's absence.

    Office Management & Administrative Support:

    • Support the Office Manager with any office operations and procedures such as information management, filing systems, requisition of supplies, and other clerical services.
    • Support the Office Manager, HR, and Chief of Staff on an as-needed basis with any logistics of special events, parties, and meetings which may include catering, talent, and venue selection.
    • Utilize Microsoft and other software applications to develop reports, organize and maintain data, create presentations, and support miscellaneous projects.
    • Occasionally assist with welcoming on-site visitors, determine the nature of business and announce visitors to appropriate personnel or departments.
    • Ensure guests have a great experience within the space, offer refreshments, reading material, and answer pertinent questions.

    Required Skills:

    • Bachelor's Degree or equivalent experience in Business, Communications, or related field.
    • 3+ years in a professional services, consulting, or analyst role, preferably within a high growth professional services organization, or entrepreneurial startup environment.
    • Prior experience within digital marketing, analytics, internet marketing strongly preferred.
    • Flawless attention to detail.
    • Expert in Microsoft Teams, Outlook, Excel, Powerpoint, Word, Google Suite, Google Docs.
    • Strong knowledge and ability to work in social media: Twitter, LinkedIn, Facebook, etc.
    • Proficient in working with email, including shared calendars.
    • Excellent interpersonal and communication skills including the ability to collaborate cross-functionally, build and manage relationships with key stakeholders.
    • Strong emotional intelligence skills including the ability to discern and maintain the highest level of confidentiality.
    • Demonstrated critical thinking and a drive for results.
    • Ability to prioritize and manage processes, while ensuring all deadlines are met.
    • Self-starter with a proactive, consultative approach.
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