Administrative Assistant - Information Technology

Job Description:
POSITION SUMMARY

The Information Technology ( IT ) Administrative Assistant provides general secretarial and administrative support for the IT department directors, senior managers and managers. This position is based in Oakbrook Terrace, IL 60181.

ESSENTIAL DUTIES AND RESPONSIBILITIES
-Serve as the central point of coordination for IT department management and staff of Internal Client Services ( ICS ) IT, which includes maintaining department out-of-office schedule and maintaining other department compliance needs.
-Prepare communications, presentations, and reports for IT department management.
-Participate in special projects as directed by IT department management.
-Schedule travel for department management.
-Track accreditation applications.
-Track consulting resources for projects.
-Process department invoices.
-Coordinate mailings and handle filing.
-Make catering arrangements for conferences and meetings.
-Have working knowledge of firm operations, organizational procedures, and personnel.
-Exercise some independent judgment and reasoning within established guidelines.
-Review drafts and finished documents for appropriate grammatical usage.
-Answer, screen and forward telephone calls for the Senior Management. Take accurate, detailed messages; provide access to voice mail; and/or locate appropriate parties for the callers ( including notification by cell phone, pager or e-mail ).
-Respond to general inquiries from member firms and other users. Provide general answers or forward callers to the appropriate parties.
-Schedule appointments, open mail, and handle copying for IT department management.
-Maintain a master calendar of regularly scheduled meetings at which attendance of the Senior Managers is required.
-Serve as point of contact for ICS-IT employees calling in sick.
-Serve as point of contact when Executive Assistant to the CIO is out of office.
-Distribute out of office email on a daily basis to all ICS-IT employees.
-Answer questions relating to office operations and established policies and procedures.
-May provide guidance and direction, as needed, to other administrative staff.
-Greet and direct visitors and notify appropriate staff members. Escort visitors to appropriate locations for Senior Management and / or to other Administrative Assistants.
-Maintain office supplies inventory for assigned units.
-Maintain various general documents and databases, including department directory, cell phone and pager listings, and telephone reports.
-Perform any other duties required to maintain the effective operations of the functional business units of the ICS IT Department.
-Maintain essential skills by attending training programs and participating in required staff meetings.
-Adhere to the highest degree of professional standards and strict confidentiality in matters that require discretion.

Job Experience:
QUALIFICATIONS AND REQUIREMENTS
-Some college coursework or equivalent work experience
-Prior experience as an executive assistant with a minimum of five years of administrative assistant experience.
-Advanced level skills with Microsoft applications ( Outlook, Word, Excel, PowerPoint, Access ).
-Excellent oral, written and interpersonal communication skills.
-Ability to prioritize multiple assignments.
-Excellent time management and organizational skills.
-Ability to treat sensitive / confidential information with appropriate discretion.
-Strong attention to detail.
-Able to take initiative, self-directed and results-oriented. Needs limited supervision.
-Able to work under strict deadlines.
-Flexible team player.
-Ability to work additional hours as needed.

KEY PERFORMANCE MEASURES
-Work is completed on time and accurately.
-Ability to independently solve problems and make recommendations.
-Proactively looks for and recommends opportunities to improve department administration.
-Establishes good rapport with all members of ICS-IT.
-Reports Directly to Executive Assistant to the CIO
-Exempt: No
-Estimated Percentage of Travel: