National Guard Employment Network
Administrative Assistant Sr - Naperville, IL
National Guard Employment Network, Naperville, Illinois, United States, 60564
Job Description
ATTENTION MILITARY AFFILIATED JOB SEEKERS
- Our organization works with partner companies to source qualified talent for their open roles. The following position is available to Veterans, Transitioning Military, National Guard and Reserve Members, Military Spouses, Wounded Warriors, and their Caregivers. If you have the required skill set, education requirements, and experience, please click the submit button and follow the next steps. Unless specifically stated otherwise, this role is "On-Site" at the location detailed in the job post.
The purpose of this position is to provide advanced-level administrative and project coordination support to the VP, External Affairs and the external affairs team at Nicor, responsible for regulatory and legislative affairs. The incumbent will be required to instill confidence and trust by proactively identifying administrative needs and ensuring they are met.
Functional Expertise:
Provide administrative support including scheduling meetings and conference calls, managing complex calendar, arranging travel, managing correspondence, maintaining electronic and paper filing systems, and processing expenses.
Support cross-team needs (related to scheduling, data management, expense management, communication, and knowledge management) in close collaboration with other operations and administrative support staff
Monitor Vice President's email account
Compiles and organizes sensitive data requests
Opens and reviews executive mail and takes appropriate action
Handles various confidential legal documents/contracts for execution by the executives
Screens and prioritizes Vice President's phone calls, e-mails and meeting requests according to the level of priority
Schedules internal and external meetings; plans and coordinates logistics for meetings and special events
Coordinates travel arrangements for Vice President, as well as other management roles
Coordinates purchasing card activities; reviews and reconciles purchasing card expenses; enters into PeopleSoft Financials for payment processing
Manages updates to key regulatory tracking files with accuracy and timeliness.
Business Acumen:
Anticipates and takes initiative on issues that arise that involve the Vice President and direct reports
Proactively recommends systems and approaches to ensure the department is run efficiently
Schedules and maintains calendar; schedules internal and external meetings; coordinates rescheduling to meet business demands and time constraints; ensures Vice President fulfills business and personal meeting obligations
Processes confidential information; maintains confidentiality
Engagement:
Strong customer-service orientation when engaging with teams, leaders, partners and employees
Demonstrates strong interpersonal skills with Vice President and other leaders
Serves as liaison for addressing internal and external inquiries; researches, resolves, and responds to inquiries with minimal guidance
Student of the Business: Continuously develop understanding and knowledge of the natural gas industry
Driving Results:
Comfort working in and ability to thrive in an ever-changing environment where projects may change over time and sometimes abruptly
Thrives when working on high-impact, complex, fast-paced initiatives
Motivated by supporting others; leading from behind the scenes
Anticipate challenges/obstacles and proactively problem solve
Clear knowledge of initiatives and goals
Additional Qualifications/Responsibilities
JOB REQUIREMENTS
Related Work Experience:
Required:
Minimum of 3 years' experience supporting a Director or abovePreferred:
5-10 years' experience supporting a vice president or above
Legal background or public utility background a plus
Bachelor's degree a plus
Specific Skills & Knowledge:
Demonstrated ability to handle information in a sensitive and confidential manner
Demonstrated ability to work independently
Demonstrates exceptional professionalism, poise, and judgment at all times
Demonstrated data entry ability
Ability to be self-directed and take a proactive approach to everyday responsibilities
Ability to interface with diplomacy and tact at all levels, including executives, employees, customers and all key stakeholders
Ability to build and leverage relationships to achieve ambitious results
Excellent judgment and demonstrated ability to handle business with a high degree of discretion, confidentiality and diplomacy
Ability to manage and complete multiple high-priority projects and activities with strict time-sensitive deadlines
Ability to prioritize, coordinate and schedule various tasks in a dependable and organized manner with little direction
In-depth understanding of the importance of day-to-day executive itineraries
Superior verbal and written communication skills, including strong proofreading skills
Keen sense of responsibility in managing other's schedules
Advanced/Expert level Outlook proficiency and strong MS 365 Office skills (Word, Excel, PowerPoint, Teams and SharePoint)
PeopleSoft Financials - intermediate proficiency
Time management skills
Strong organizational skills. Ability to manage several tasks and projects at once in a faced-paced, deadline-driven environment
Exceptional attention to detail and the bigger picture, with a strong focus on quality control
Good judgment and sense of personal responsibility
Working Conditions/Physical Requirements:
Ability to work at a computer at least 8 hours a day
Flexibility to work beyond core business hours to complete all required tasks
The incumbent works in an office environment
Office Support
Keyboarding = 80-90%
Travel = 0-5%
ATTENTION MILITARY AFFILIATED JOB SEEKERS
- Our organization works with partner companies to source qualified talent for their open roles. The following position is available to Veterans, Transitioning Military, National Guard and Reserve Members, Military Spouses, Wounded Warriors, and their Caregivers. If you have the required skill set, education requirements, and experience, please click the submit button and follow the next steps. Unless specifically stated otherwise, this role is "On-Site" at the location detailed in the job post.
The purpose of this position is to provide advanced-level administrative and project coordination support to the VP, External Affairs and the external affairs team at Nicor, responsible for regulatory and legislative affairs. The incumbent will be required to instill confidence and trust by proactively identifying administrative needs and ensuring they are met.
Functional Expertise:
Provide administrative support including scheduling meetings and conference calls, managing complex calendar, arranging travel, managing correspondence, maintaining electronic and paper filing systems, and processing expenses.
Support cross-team needs (related to scheduling, data management, expense management, communication, and knowledge management) in close collaboration with other operations and administrative support staff
Monitor Vice President's email account
Compiles and organizes sensitive data requests
Opens and reviews executive mail and takes appropriate action
Handles various confidential legal documents/contracts for execution by the executives
Screens and prioritizes Vice President's phone calls, e-mails and meeting requests according to the level of priority
Schedules internal and external meetings; plans and coordinates logistics for meetings and special events
Coordinates travel arrangements for Vice President, as well as other management roles
Coordinates purchasing card activities; reviews and reconciles purchasing card expenses; enters into PeopleSoft Financials for payment processing
Manages updates to key regulatory tracking files with accuracy and timeliness.
Business Acumen:
Anticipates and takes initiative on issues that arise that involve the Vice President and direct reports
Proactively recommends systems and approaches to ensure the department is run efficiently
Schedules and maintains calendar; schedules internal and external meetings; coordinates rescheduling to meet business demands and time constraints; ensures Vice President fulfills business and personal meeting obligations
Processes confidential information; maintains confidentiality
Engagement:
Strong customer-service orientation when engaging with teams, leaders, partners and employees
Demonstrates strong interpersonal skills with Vice President and other leaders
Serves as liaison for addressing internal and external inquiries; researches, resolves, and responds to inquiries with minimal guidance
Student of the Business: Continuously develop understanding and knowledge of the natural gas industry
Driving Results:
Comfort working in and ability to thrive in an ever-changing environment where projects may change over time and sometimes abruptly
Thrives when working on high-impact, complex, fast-paced initiatives
Motivated by supporting others; leading from behind the scenes
Anticipate challenges/obstacles and proactively problem solve
Clear knowledge of initiatives and goals
Additional Qualifications/Responsibilities
JOB REQUIREMENTS
Related Work Experience:
Required:
Minimum of 3 years' experience supporting a Director or abovePreferred:
5-10 years' experience supporting a vice president or above
Legal background or public utility background a plus
Bachelor's degree a plus
Specific Skills & Knowledge:
Demonstrated ability to handle information in a sensitive and confidential manner
Demonstrated ability to work independently
Demonstrates exceptional professionalism, poise, and judgment at all times
Demonstrated data entry ability
Ability to be self-directed and take a proactive approach to everyday responsibilities
Ability to interface with diplomacy and tact at all levels, including executives, employees, customers and all key stakeholders
Ability to build and leverage relationships to achieve ambitious results
Excellent judgment and demonstrated ability to handle business with a high degree of discretion, confidentiality and diplomacy
Ability to manage and complete multiple high-priority projects and activities with strict time-sensitive deadlines
Ability to prioritize, coordinate and schedule various tasks in a dependable and organized manner with little direction
In-depth understanding of the importance of day-to-day executive itineraries
Superior verbal and written communication skills, including strong proofreading skills
Keen sense of responsibility in managing other's schedules
Advanced/Expert level Outlook proficiency and strong MS 365 Office skills (Word, Excel, PowerPoint, Teams and SharePoint)
PeopleSoft Financials - intermediate proficiency
Time management skills
Strong organizational skills. Ability to manage several tasks and projects at once in a faced-paced, deadline-driven environment
Exceptional attention to detail and the bigger picture, with a strong focus on quality control
Good judgment and sense of personal responsibility
Working Conditions/Physical Requirements:
Ability to work at a computer at least 8 hours a day
Flexibility to work beyond core business hours to complete all required tasks
The incumbent works in an office environment
Office Support
Keyboarding = 80-90%
Travel = 0-5%