Administrative Assistant

Description

Willamette, a Citizens Company, is seeking an administrative assistant for the Chicago office. This person will be based in Chicago office while support both Chicago and Boston offices.

Primary responsibilities include

Admin Support – Chicago (onsite) and Boston (remotely)

• Assisting Chicago and Boston teams with various administrative and project-related functions (particularly at the start and finish of a project), such as organizing files, assisting with the opening and closing of client projects, tracking the status of certain client engagements, and other functions as needed.
• Assisting key executives in Chicago and Boston (and all staff) with any issues or time constraints that may arise in the creating/distributing of client documents – formatting, reorganizing, printing, copying, scanning, etc.
• Work with key executives in Chicago and Boston as needed to assist with submitting expense reports, typing manuscripts and memos, emailing clients, making travel arrangements, tracking billable time, etc.

Office Management – Chicago (onsite)

• Answer all incoming calls/greet all visitors
• Route all inquiries from potential clients to appropriate analyst
• Manage relationships with vendors, service providers, and landlord, ensuring that all items are invoiced and paid on time
• Maintain the office space – order/restock office supplies, clean and organize the kitchen/break space as needed, accept deliveries and mail in the office, etc.
• Point person for maintenance, mailing, shipping, supplies, equipment, and bills
• Organize and schedule meetings, appointments, and events
• Organize office operations and procedures
• Ensure office efficiency is maintained by carrying out planning and execution of equipment procurement, layouts, and office systems

Qualifications

• Administrative experience of 3+ years required.
• Analytical skills and demonstrated experience preferred.
• Ability to work independently with limited supervision.
• Strong computer and problem-solving skills.
• Solid written, verbal and communication skills.
• Attention to detail and sensitivity to deadlines/confidentiality.
• Ability to multi-task.
• Excellent customer service skills

Education, Certifications and/or Other Professional Credentials

• Bachelor’s Degree preferred
• Salesforce, Oracle, Microsoft Outlook, Word, Excel, PowerPoint

Hours &amp Work Schedule

• Hours per Week: 40
• Work Schedule: Monday to Friday

Some job boards have started using jobseeker-reported data to estimate salary ranges for roles. If you apply and qualify for this role, a recruiter will discuss accurate pay guidance.

Equal Employment Opportunity

At Citizens we value diversity, equity and inclusion, and treat everyone with respect and professionalism. Employment decisions are based solely on experience, performance, and ability. Citizens, its parent, subsidiaries, and related companies (Citizens) provide equal employment and advancement opportunities to all colleagues and applicants for employment without regard to age, ancestry, color, citizenship, physical or mental disability, perceived disability or history or record of a disability, ethnicity, gender, gender identity or expression (including transgender individuals who are transitioning, have transitioned, or are perceived to be transitioning to the gender with which they identify), genetic information, genetic characteristic, marital or domestic partner status, victim of domestic violence, family status/parenthood, medical condition, military or veteran status, national origin, pregnancy/childbirth/lactation, colleague’s or a dependent’s reproductive health decision making, race, religion, sex, sexual orientation, or any other category protected by federal, state and/or local laws.

Equal Employment and Opportunity Employer

Citizens is a brand name of Citizens Bank, N.A. and each of its respective affiliates.