Marketing Administrative Assistant Job at Sidley Austin LLP in Chicago

Summary:

The Marketing Administrative Assistant handles a variety of secretarial and administrative responsibilities in support of the Chief Marketing Officers (CMOs). Secretarial support includes scheduling, coordination of meetings and conferences, obtaining supplies, typing, filing, and coordinating various communications. Administrative support involves assembling meeting agendas and materials, report generation, information stewardship, as well as working on special projects. Work assignments can be complex in nature, the assistant must balance multiple requests at any given time and independent judgment is required to plan, prioritize and organize a diversified workload. The assistant will need to interact with a diverse group of important external callers and visitors as well as internal contacts at all levels of the organization. May also work with confidential documents and materials and is expected to exercise good judgment when doing so, turning to a supervisor for direction when needed.

Duties and Responsibilities:

• Provide comprehensive administrative support to the CMOs, ensuring efficient management of their schedule, including coordinating meetings, appointments, and travel arrangements.
• Act as the first point of contact for the CMOs, handling correspondence, screening calls, and managing communications with internal and external stakeholders.
• Prepare and edit correspondence, communications, presentations, and other documents on behalf of the CMOs.
• Schedules and prepares for meetings, videoconferences and conference calls for CMOs, including arranging and updating meeting space, A/V needs, and preparing and distributing meeting agendas, materials, and minutes.
• Organize and manage logistics for departmental meetings, conferences, and special events, including venue selection, catering, and technical requirements
• Maintains global marketing calendar available to all offices and the Marketing Administration calendar for department-wide meeting management.
• Maintains department documents, including phone lists and organization charts.
• Maintain department staff documentation and supports updates to the department intranet page, including whom to call charts, email distribution lists, and department organization chart.
• Edits documents and presentations, proofreads copy for spelling, grammar and layout, utilizing document processing and proofreading group when needed; distributes files to others.
• Maintain comprehensive and organized electronic and physical filing systems.
• Process invoices and expense reports, ensuring timely reimbursement and payment using Chrome River.
• Covers phone and/or scheduling for functional directors in Chicago, handling messages and routine questions; serves as out of office contact for all functional directors, routing requests to the appropriate person.
• Assists in maintaining a department resource that addresses frequently asked questions, department standards and best practices.
• Assist with holiday and service awards, including coordinating weekly anniversary acknowledgement for Marketing staff.
• Greets visitors and meeting guests in Chicago.
• Other duties as required.

Qualifications:

To perform this job successfully, an individual must be able to perform the Duties and Responsibilities (Duties) above satisfactorily and meet the requirements below. The requirements listed below are representative of the minimum knowledge, skill, and/or ability required. Reasonable accommodations will be made to enable individuals with disabilities to perform the essential functions of the job. If you need such an accommodation, please email staffrecruiting@sidley.com (current employees should contact Human Resources).

Education and/or Experience:

Required:

• High School graduate or equivalent
• Strong competency in Microsoft Word, Excel, PowerPoint, Outlook
• A minimum of five years of experience in an administrative/executive assistant role
• Demonstrated ability to manage projects and competing priorities effectively
• Excellent proofreading skills
• Excellent grammar and punctuation

Preferred:

• College degree preferred
• Experience with Microsoft Visio
• Experience with a Document Management System
• Ability to accurately type 55 words per minute

Other Skills and Abilities:

The following will also be required of the successful candidate:

• 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

Sidley Austin LLP is an Equal Opportunity Employer