Executive Assistant Job at Green Key Resources in Chicago

Job Description:

• Performs a full range of administrative duties for the CIO as well as assigned departmental directors, including calendar management, domestic and international travel arrangements, writing/typing notes and correspondence, completes expense reports, and maintaining confidential records.
• Prepares requisitions and process invoices using Firm’s procurement system.
• Assists with the preparation of CIO meetings, includes assisting with agenda preparation, meeting logistics, compiling data, following up with directors on assignments, and working with the meeting facilitator to finalize the meeting minutes.
• Reviews, requests, schedules appointments and meetings, conference calls and other department events; informs attendees/participants of function dates and times, reserves meeting space, provides audio/visual and other equipment/materials if required.
• Acts as a liaison with other departments and vendor/clients, including senior staff including the Executive Director, Chief Financial Officer and Directors of Administration.
• Proofreads copy for spelling, grammar and layout, making appropriate changes. Responsible for accuracy and clarity of final copy of materials visible to those at the highest levels of the Firm. 
• Coordinates office moves and facility related requests
• Assists with domestic and international travel arrangements for the CIO Organization.
• Maintains IT department org chart(s) and email distribution lists.
• Greet visitors, answer and direct phone calls, take messages or fields answers for routine and non-routine questions.
• Assist other administrative assistants to work as a team as workload dictates, especially in phone coverage for the CIO. Willing to coordinate time off with other admin assistants to ensure coverage. Also, has the ability to work independently and within a team on special nonrecurring and ongoing projects.