Administrative Assistant

Under the direct supervision of the Chief Human Resource Officer (CHRO), the Administrative Assistant provides high-level administrative and operational support for the CHRO, several HR Directors, and their corresponding teams. This role requires exceptional organization skills, professionalism,discretion, and the ability to manage multiple, sensitive priorities in a fast-paced environment. The incumbent will serve as a key point of contact for internal and external stakeholders and is expected to maintain professional and harmonious relationships with all.

• Maintain the CHRO's calendar, including scheduling meetings, prioritizing appointments, and resolving conflicts as well as organizing complex activities such as large meetings, travel, conferences and department activities.
• Screen phone calls, emails, and correspondence, responding or escalating as appropriate.
• Prepare correspondence, presentations, reports, charts, agendas, meeting materials and minutes utilizing Microsoft Word, Excel, PPT, Outlook, and Visio.
• Proofread communications for spelling, grammar, and layout and make appropriate changes; responsible for accuracy and clarity of final copy.
• Maintain confidential and sensitive information with the highest level of discretion.
• Support HR projects, initiatives, and special assignments, including executive presentations and strategic planning sessions, as directed by the CHRO.
• Assist with budget tracking and vendor management activities.
• Process expense reports, invoices and check requests.
• Create, run, and appropriately format various reports from HRIS (Workday) and provide on a regular cadence or upon request.
• Maintain HR records, files, and documents as requested, using appropriate tools in accordance with firm policies.
• Assist with holiday events and service awards, including coordinating weekly anniversary acknowledgement for the Chicago office.
• Maintain lawyer and business professional open position logs and audit logs.
• Handle inquiries with professionalism and customer-service orientation. Route questions to the appropriate human resources team.
• Work in cooperation with and provide back-up support for other HR Administrative Assistants.
• Act as a liaison with other departments and outside vendors.
• Order and distribute business cards.
• Sort and distribute mail.
• Perform other related duties and special projects as required and assigned.

• High School Diploma
• 3 years of experience in an administrative/executive assistant role, preferably supporting senior executives or HR leadership.
• Strong proficiency in MS Outlook, Word, Excel and PPT
• Excellent verbal and written communication skills
• Proven ability to prioritize tasks and work independently
• Strong interpersonal and relationship-building skills
• Excellent proofreading skills, including excellent grammar and punction

• Associate's or Bachelor's degree
• Experience with HRIS (Workday) and expense report and management platforms (Chrome River)
• Proficiency in using MS Visio

• Strong organizational skills
• Strong attention to detail
• Good judgment
• Strong interpersonal communication skills
• Strong analytical and problem-solving skills
• Able to work harmoniously and effectively with others
• Able to preserve confidentiality and exercise discretion
• Able to work under pressure
• Able to manage multiple projects with competing deadlines and priorities