Administration & Communications Assistant
Key Objectives/Principal Accountabilities
•General Administrative Support Duties. Provide general administrative support to the ESD senior managers and secondary support to their direct reports (and teams) based in Chicago including but not limited to: maintaining files and office supplies; building distribution lists and organizational charts; preparing spreadsheets, presentations and correspondence; and otherwise relieving managers of administrative details. Assist with travel arrangements and expense reporting; order business cards, subscriptions, and office supplies; provide expertise and assistance with office equipment; sort and distribute incoming mail and faxes; answer and route calls and messages effectively.
•Meeting Planning. Handle logistics for onsite and offsite meetings, seminars and conferences including contract negotiation for meeting space, food and beverage, sleeping rooms, and other accommodations. Create project and communication plans to manage the meetings. Communicate with participants as directed. Coordinate multiple presentations for events. Very limited travel may be required periodically to support off-site meeting coordination.
•Special Projects. Work independently on special nonrecurring and ongoing projects. Under general direction, act as project coordinator for special projects at the request of the management team and staff. Provide data gathering and reporting as needed.
•SharePoint. Collaboratively work to design, create, and maintain various SharePoint sites. Provide, communicate, and maintain access to individuals appropriately. Provide advice to others as a SharePoint “super-user.”
•Communications. Assist with various employee communications initiatives under directions. This may involve writing, proofreading, producing/printing, and distributing.
•HR Support. Assist with various HR projects as needed (org charts, data analysis, posting positions, organizing candidate interviews and travel, reporting, etc. within the business unit)
•Coordinate with AP and vendors to ensure prompt payment of invoices in SRM system.
•Also, Editor of EPM for the mandatory monthly corporate reporting according to strict schedules and deadlines.
•Act as back-up support in the absence of other administrative assistants.
•Perform other duties as assigned.