We are seeking a skilled Executive Receptionist / Administrative Assistant to join our large Chicago-based banking client's Executive Team. The individual will perform a variety of administrative and clerical tasks. 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, but are not limited to, the following-
Manages and monitors calendars and upcoming events. Dispatches meeting invitations, books meeting rooms and arranges for resources and other requirements in support of smooth and efficient meeting facilitation. Supports the coordination and implementation of department events. maintains records of all correspondence to the Executive Suite.
Builds effective relationships with internal/external stakeholders.
Dispatches outgoing communications. Answers central phone line, responding to and resolving/escalating inquiries.
Exercises judgment to identify, diagnose, and solve problems within given rules.
Analyzes data and information to provide insights and recommendations.
Assists the planning, coordinating and implementing department events.
Provides specialized and professional support to an executive and their senior managers within a large and diverse department or business group.
Supports the development of tailored messaging, which may include writing, editing and distributing communications (e.g., correspondence, presentations, policies & procedures).
Dispatches outgoing communications. Answers central phone line, responding to and resolving/escalating inquiries.
Makes travel arrangements, booking flight/hotel reservations with detailed travel schedules. 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.
Maintains supplies inventory by checking stock to determine inventory level; anticipating needed supplies; placing and expediting orders for supplies; verifying receipt of supplies.
Collaborates with internal and external stakeholders in order to deliver on business objectives.
Organizes work information to ensure accuracy and completeness.
Analyzes issues and determines next steps.
Broader work or accountabilities may be assigned as needed.
We are a company committed to creating inclusive environments where people can bring their full, authentic selves to work every day. We are an equal opportunity employer that believes everyone matters. Qualified candidates will receive consideration for employment opportunities without regard to race, religion, sex, age, marital status, national origin, sexual orientation, citizenship status, disability, or any other status or characteristic protected by applicable laws, regulations, and ordinances. If you need assistance and/or a reasonable accommodation due to a disability during the application or recruiting process, please send a request to
HR@insightglobal.com. The EEOC "Know Your Rights" Poster is available
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3+ years of experience in an administrative/professional support function
Detail-oriented
In-depth communication, collaboration, analytical, problem-solving, influence, and data-driven decision-making skills.
Experience with managing calendaring for the executives
Experience handling expenses and billing
Proficient in Outlook and Microsoft Office Suite
Benefit packages for this role will start on the 31st day of employment and include medical, dental, and vision insurance, as well as HSA, FSA, and DCFSA account options, and 401k retirement account access with employer matching. Employees in this role are also entitled to paid sick leave and/or other paid time off as provided by applicable law.