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Executive Assistant

  • Location: Chicago, IL
  • Job Type: Direct Placement
  • Ref No: 19-02933
  • Date: May 07, 2019
  • Job title:

Michael Mason

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Job Description - Executive Assistant

Executive Assistant


This position, reporting to both the President and Senior Vice President, is responsible for providing administrative support and to other members of the Transfer Agency.  The candidate must have exceptional administration skills in all Microsoft Office applications with knowledge of other software products (SharePoint, Adobe Captivate, Microsoft Project, etc.) utilized to support Transfer Agency initiatives and executive-level reporting.  Qualified candidate must have the ability to communicate effectively, as well as possess excellent organizational and time management skill sets to prioritize work and handle multiple priorities in a fast-paced environment.



Key Responsibilities:

  • Utilize time management, administrative, and technical skill sets to support all department production reporting communication to executive-level audience base
  • Maintain all travel and calendar management
  • Responsible for processing invoices, domestic travel & expense, and ordering office supplies
  • Maintain department attendance records
  • Responsible for daily support including distributing department mail, faxing, copying, phone coverage, filing, catering arrangements, etc.
  • Project work will require utilizing the appropriate internal systems (LiveLink, WMS, etc.), working with a diverse group of individuals from various internal departments and external vendors
  • Coordination of various meetings
  • Organize & maintain system access control of internal document repository system (Livelink) to meet internal Data Protection Policy requirements
  • Maintain professional working relationships with other employees, clients, vendors, and all individuals in contact with the Company

Minimum Qualifications:

  • 3+ years' administration experience
  • Proofreading skills and attention to detail are key
  • Proficient in Microsoft Office applications
  • Visio proficiency
  • Proficiency with SharePoint
  • Great organizational skills and attention to detail
  • Strong communication skills, both written and oral
  • Proven ability to meet deadlines and to work well in a team environment
  • Adaptability to multitask and prioritize in a fast-paced environment


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