Burns & McDonnell Executive Assistant - Management & Support (Chicago) in Chicago, Illinois
This position will provide executive level administrative support for an officer or general manager to ensure continuity of daily global practice functions and operations.
Provide high level administrative support to Global Practice Manager, Officer or Regional Office Manager.
Responsible for gathering, compiling, verifying, and analyzing information to prepare documents such as memos, letters, reports, and presentations.
Assemble and analyze information involving business plans, and financial reports, resulting in the final plan submission.
Monitor, review, and approve standard expenditures to ensure the activities of the department are conducted within established budgets.
Provide complex screening, fielding, prioritizing of inbound communications via telephone, mail, and e-mail to resolve critical issues in a timely manner.
Prepare a variety of communication including emails, meeting agendas, and meeting minutes.
Facilitate smooth communications between Global Practice Manager, Officer or Regional Office Manager and internal and external clients. This may include other board members, company executives, client executives, government officials, media, and internal employees.
Responsible for handling sensitive and confidential information.
Maintain the security of Officer or Regional Office Manager’s records and files.
Facilitate document approvals and processing which includes invoices and contracts.
Manage schedules, appointment requests and a high volume of calendar meetings and events.
Evaluate bids and negotiate contracts of significant value for meeting and celebration venues.
Coordinate travel arrangements and prepare travel itineraries.
Oversee catering and conference room management for division meetings and events.
Arrange conference calls and related conference room set-up.
Assist Officer or Regional Office Manager’s leadership team with calendar management, expense reports, travel, meeting coordination, and signature routing as requested.
Provide cross training and performance feedback on entry level administrative staff.
Coordinate department related issues and complaints, such as operational resources, work stations, space assignments and supplies, and follow up that resolution has been obtained.
All other duties as assigned.
Bachelor’s degree required.
7 years' administrative experience supporting senior level executives.
Position requires ability to maintain the highest level of discretion and confidentiality.
Ability to work independently; demonstrating accuracy, reliability, and problem solving skills.
Advanced knowledge of Microsoft Word, Excel, Access, and PowerPoint is required.
Excellent organizational skills, attention to detail, communication skills and ability to handle multiple tasks.
Demonstrated ability to communicate professionally and effectively with all levels within an organization and with others outside of the organization (i.e. clients, vendors, business partners, community leaders).
Job Administrative/Office Support
Primary Location US-IL-Chicago
Travel: Yes, 5 % of the Time
Req ID: 210635