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Administrative Assistant to the President (Onsite)

Grenzebach Glier and Associates
Chicago, IL
  • Expired: May 18, 2022. Applications are no longer accepted.
Summary

This position is onsite in the Chicago office.  Reporting to the Senior Project Manager for the President, the Administrative Assistant provides detail-oriented, deadline-driven administrative support and coordination to the President and Chairman. The position requires an organized, articulate professional who can interact effectively with the firms current and prospective clients and work collaboratively with colleagues. The position requires clarity of thought, exemplary communication skills and tactfulness, superior organizational skills, ability to be discreet, ability to manage complex and competing priorities, attention to detail, strong customer service skills, and flexibility.

Education and Experience

  • Bachelors degree required
  • Minimum 3 years progressive administrative support experience
  • Experience working in a professional services firm preferred
  • Experience with travel arrangements and calendar management
  • Experience with advanced planning and ability to anticipate the needs of busy executives
  • Demonstrated proficiency using Microsoft Outlook, Word, Excel, and PowerPoint required
  • Demonstrated proficiency using Zoom
  • Ability to prioritize and reprioritize multiple projects demonstrating structured organization, attention to time and astute attention to detail and confidentiality in a fast-paced, deadline-driven environment
Key Responsibilities

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily.  The requirements listed below are representative of the knowledge, skill and/or ability required.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Other duties may be assigned.

  • Demonstrate the mission, vision and values of GG+A
  • Calendar Management: 
    • Manage all aspects of the calendar for internal and external meetings.  This requires initiative and appropriate discretion and careful tracking of commitments, prioritizing client requests, and accommodating daily changes to the schedule. 
  • Travel Coordination and Client Scheduling. 
    • Timely and accurate entering of travel itineraries (e.g. flight, train, hotel, rental and/or car service details) on calendars.
    • Manage schedule, including air and ground transportation and logistics, hotel accommodations, and client meeting locations and agendas. This requires detailed knowledge of meeting and accommodation locations and travel times, as well as preferences and expectations of the President and Chairman. 
  • Time and Expense Reporting: 
  • Collect receipts and calendared time from President and Chairman, prepare and submit client time and expense reports.  Work with finance team to reconcile discrepancies.
  • File and Document Management: 
    • Maintains materials needed for the current days meetings as well as any documents requiring signatures, and any time sensitive materials.  This also includes all weekly reports/updates from GG+A internal departments.
    • Ensures relevant client engagement information is complete, thorough, well-documented, organized, and easily accessible.  Requires the collection and filing of information following client visits and identifying and taking initiative on follow-up items.  The objective is to ensure that client and other information is captured following all consulting activities; and that follow-up items are recognized and completed in a timely fashion. 
    • Creates Word, PowerPoint, and Excel documents in support of speeches/presentations and/or client deliverables (e.g., reports). 
    • Edits and prepares for signature correspondence which may be prepared by other staff.
  • Mail and E-mail Management: 
    • Prioritize and ensure that all incoming correspondence and mail requiring action or attention is acted upon in a timely manner.  Redirect requests to others as appropriate.    
    • Manage all incoming and outgoing mail.   
  • Telephone Calls:  Answers, screens, and routes incoming calls.
  • Correspondence: 
    • Send email to clients or other contacts to reconfirm the next days meetings or calls.  Review all emails continuously throughout the day, making note of any commitments to place calls, conduct meetings, plan visits, or follow up. 
    • Conferences:  Expected to assist and/or attend GG+A Staff conferences.  These are held over weekends three times a year.
    • Performs a variety of highly confidential administrative support duties in support of an organizational. Attention to detail and accuracy is essential.
  • Reception Support: 
    • May be asked to support the Office Administration Team by covering reception responsibilities at the Welcome/Reception Desk during open periods such as beginning of day and breaks.  These responsibilities include, answering the GG+A main phone line and checking in visitors per established protocols.  
Key Skills and Attributes  
  • Ability to establish, cultivate and nurture high value relationships across the organization, and with clients
  • Demonstrate motivated initiative with a can-do approach for results-oriented outcomes
  • Ability to work independently and know when to seek guidance from leadership
  • Demonstrate clear, concise and professional verbal and written communication skills.
    • Including:  exceptional proofreading and copy-editing skills
  • Demonstrate pride in teamwork and outcomes
  • Ability to work under pressure to meet exacting deadlines
  • Demonstrate using diplomacy and tact in all communication, written and verbal
  • Demonstrate professional interpersonal skills
  • Ability to provide highly valued client-service for both internal and external clients, with focus on continual improvement
  • Demonstrate comfort with client communications
  • Desirable traits: Overachiever, flexible, ability to switch priorities, speed and accuracy
  • Proactive, self-starter who can think strategically, analytically, and entrepreneurially
  • Ability to understand basic mathematical relationships and formulas
  • Ability to identify problems and determine the best course of action for their resolution, including knowing when to communicate and engage others
  • Demonstrates sound discretion, professional judgement and business ethics in decision making
  • Ability to think analytically and proactively solve problems
  • Ability to identify problems and determine the best course of action for their resolution, including knowing when to communicate and engage others
  • Demonstrates sound discretion, professional judgement, and business ethics in decision making
Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

  • Ability to use office equipment such as computer, keyboard, mouse technology
  • Repetitive motion activities such as heavy typing and using a mouse
  • Attend any/all project meetings and in-person client meetings
  • Flexible hours may be required to accommodate global clients

We have a modern office environment which is open and can have moderate noise and distractions. 

About GG+A

GG+A is a full-service philanthropic management consulting firm with 60 years of industry-defining leadership in helping our clients realize the full potential of their missions through the growth of philanthropic support. Our primary mission is to assist our clients in the substantial improvement and acceleration of their fundraising programs. We seek to align those programs with the institutions core mission and ensure their sustainability.

GG+A is an international resource for data-driven best practices in all areas of advancement, including fundraising, engagement, communications, and advancement services. We provide counsel to a global constituency of non-profits, specifically in the areas of higher education, academic medicine/healthcare, independent schools, arts and culture, select humanitarian institutions, and a range of charities and non-profit organizations.

GG+A embodies a high-performance and entrepreneurial culture. We are client-centric, rigorous, creative, and data-driven in our practices, and committed to responding swiftly and effectively to client needs and requirements. We offer a challenging environment and seek intelligent, energetic, and self-motivated individuals who are achievement-oriented and have high integrity.

 

GG+A is proud to be an Equal Opportunity Employer, committed to creating a diverse and inclusive workforce. We consider all qualified applicants without regard to race, religion, color, sex, national origin, age, sexual orientation, gender identity, disability, veteran status or other legally protected classifications.  

Grenzebach Glier and Associates

Address

Chicago, IL
60290 USA

Industry

Business

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