Job Description

As the Executive Assistant for our Publicis Media, you will play a critical role in providing high-level administrative support and ensuring the efficient operation of the executive’s office.

This position requires exceptional organizational skills, strong attention to detail, excellent communication abilities, the ability to maintain confidentiality, and knowledge of the organization's operations, procedures, and people.

This position operates within well-established guidelines. The ideal candidate will be proactive, resourceful, and able to handle a fast-paced environment.

Core Responsibilities :

1. Calendar and Schedule Management :

• Effectively manage the executive’s calendar, schedule appointments, and coordinate meetings.
• Coordinate travel arrangements, including flights, accommodations, and ground transportation.
• Support on call requests for leadership support such as booking conference rooms, food and beverage, last minute orders and requests and all that apply to assisting executives
• Submit appropriate requests for leaders when meeting rooms are needed for large meetings and ensure that outlook calendars have the appropriate room designated
• Open request tickets as needed for particular meeting room setups and audio-visual requests

2. Expense tracking

• Assist in managing Concur hours for executive and their direct reports
• Submit all executive travel expenses using Concur expense system
• Ensure all expenses align with T&E policies
• Scan and upload all supporting documents to Concur for expense processing
• Maintain organized files regarding travel expenses in case there are further questions or audits conducted
• Submit officer benefits reimbursement to HR as needed

2. Communication and Correspondence :

• Act as the primary point of contact for internal and external stakeholders, filtering and prioritizing inquiries.
• Draft and prepare emails, letters, memos, reports, and other documents as needed.
• Accurately transcribe, type, format, and proof-read documents (, correspondence, contracts, meeting minutes, reports, speeches, and presentations) using Microsoft office (Word, PowerPoint, Excel, etc.)
• Maintain effective communication channels between the executive and various teams within the agency.
• Field incoming phone calls, follow-up and resolve appropriately
• Appropriate and balanced interactions with leaders, sales community, outside vendors and respective admins and support staff
• Operate office equipment such as photocopiers, faxes, and printers
• Distribute incoming mail and prepare outgoing mail in coordination with building’s mailroom service

3. Meeting Support and Documentation :

• Organize and prepare meeting agendas, materials, and presentations.
• Attend meetings, record minutes, and distribute meeting notes and action items.
• Follow up on action items and ensure timely completion.

4. Information Management :

• Maintain accurate and up-to-date electronic and physical filing systems.
• Handle sensitive and confidential information with the utmost discretion.
• Conduct research and gather information as requested by the executive.
• Maintain a variety of department lists, as well as department and senior level organizational charts

5. Project Coordination :

• Assist the executive in coordinating and tracking progress on various projects.
• Collaborate with different teams to gather necessary information and ensure deadlines are met.
• Prepare reports and presentations related to ongoing projects.

6. Event and Team Support :

• Arrange all aspects of company events, conferences, and team-building activities (location, set-up, food, and activities)
• As needed for conferences and large meetings : Work with caterers to order food for eventsWork with Guest Relations team to maintain area where meeting will take place and make sure food and supplies are professionally presented and availableWork with Guest Relations team to ensure the meeting room has necessary supplies (pads, pens, water, whiteboards, etc.)
• Provide administrative support to other members of the executive team when required.
• Assist with onboarding new employees and facilitate smooth integration.

Qualifications

• Bachelor's degree in business administration, communications, or a related field (preferred).
• Proven experience as an executive assistant or similar role supporting senior-level executives.
• Exceptional organizational and time-management skills, with the ability to prioritize tasks effectively.
• Excellent verbal and written communication skills, including strong editing and proofreading abilities, with the ability to positively and professionally interact with all coworkers, partners and / or clients
• Strong project management skills
• Ability to pay critical attention to detail
• Ability to work independently with little guidance or direction
• Proficient in using productivity tools, including Microsoft Office Suite and calendar management software.
• Strong interpersonal skills and the ability to build effective relationships at all levels.
• Discretion and professionalism in handling sensitive and confidential information.
• Flexibility to adapt to changing priorities and handle multiple tasks simultaneously.
• Flexible approach to work and the ability to work when needed to meet deadlines, including nights and / or weekends and traveling as necessary
• Influential with others, tailoring communication to the needs of the target audience
• Demonstrated influence without authority
• Knowledge of the media industry or previous experience in a media agency is a plus.

Additional Information

Joining Publicis Media as the Executive Assistant offers a unique opportunity to work closely with top-level executives, contribute to the agency's success, and gain valuable insights into the media industry.

If you thrive in a fast-paced, collaborative environment and possess the necessary skills and qualifications, we invite you to apply and be part of our dedicated team.

All your information will be kept confidential according to EEO guidelines.

Vi is the parent organization of ten exclusive continuing care retirement communities (CCRC) in some of the nation's most desirable locales.

Vi's corporate office is located in downtown Chicago and employs 90+ professionals. Reporting to the EVP and Chief Operating Officer (COO), the Executive Assistant's primary responsibility is to provide executive-level administrative support to the EVP and Chief Operating Officer.

This position also provides administrative support to the SVP of Development and Facilities Management and the Vice Presidents of the Operations department.

As needed, the Executive Assistant provides support to the remainder of the Operations team members with the administrative aspects of their job.

Performs other duties as assigned.

Administrative Support to the EVP and COO

• Manages executive's calendar, including making appointments and prioritizing sensitive matters.
• Communicates with other executive assistants to facilitate executive communication and schedule coordination.
• Formats, prepares, and composes information for internal and external communication - memos, emails, presentations, and reports which includes materials for the Board of Director's Quarterly meetings.
• Coordinates and conducts research as directed using both internal and external sources of information and compiles the research results.
• See below for travel support to the EVP and COO.

Administrative Support to the Executives

• Coordinates travel arrangements including flights, accommodations, ground transportation, and schedules.
• Tracks expenses, maintains documentation and processes expense reports.
• Codes and processes vendor invoices in AP system.

Administrative Support to the Operations Department

• Acts as the point of contact among executives, employees, clients, and other external partners.
• Plans and organizes company events, meetings, and celebrations.
• Manages Operations department file system, organizing and tracking materials to be included in the files. Files and archives electronic and hardcopy documents, including reference materials, business cards, etc.
• Maintains contact database, task lists and calendar planning and provides daily coordination of and preparation for individual appointments, group meetings, meals, and other internal / external events.

Requirements

The qualified candidate will be self-motivated and demonstrate a high level of responsibility; possess excellent organizational, communication (particular emphasis on business writing) and analytical skills.

Must be able to use independent judgment, possess strong attention to detail, anticipate and prioritize issues, resolve problems and interact professionally with internal and external customers.

Ability to work with sensitive and confidential information in a professional manner. Prior experience as an Executive Assistant with a minimum of 5 years administrative experience supporting executive level and multiple individuals.

High level of proficiency in Microsoft Word, Excel, PowerPoint, Visio and Outlook.

High School degree or GED required. Bachelor's degree is preferred.

Vi offers competitive compensation and exceptional benefits. Ours is a luxury work environment where opportunities for career development are delivered in ways few companies can match.

Location Address

233 South Wacker Drive Suite 8400, Chicago, Illinois 60606

As an Executive Assistant with Baird’s Global Investment Banking team, you will directly support a team of senior level bankers relieving them of administrative tasks.

You should exude confidence in your capabilities and have an exceptional propensity for anticipating the needs and preferences of the bankers.

You must be organized, quality focused, highly energized, proactive, and efficient. Additionally, this role will require someone with great attention to detail, as well as advanced analytical and technological skills.

This position will involve frequent interaction with group heads, internal and external clients, and require strict adherence to client confidentiality and maintenance of active projects and critical information.

As an Executive Assistant, you will :

Manage and coordinate various calendars and synchronizing conflicting schedules for team calls, meetings, and events.

Focus on building strong relationships with bankers and peers through collaborative efforts and teamwork.

Maintain data integrity with accurate Salesforce entries and continuous data clean ups.

Arrange domestic and international travel and process, submit and track expenses; stay current on all Travel policies and procedures.

Maintain data integrity with accurate Salesforce entries and continuous data clean ups.

Assist with new hire on-boarding and off-boarding.

Produce high quality emails and messages to individuals at all levels of the organization.

Assist in editing spreadsheets and presentations, including printing and binding, for client meetings.

Work cooperatively with the administrative assistant’s team.

Lead and coordinate on ad hoc projects as requested.

Coordinate with the Conference Center team to reserve conference rooms and catering for internal and external meetings / events, catering, locations, vendors, etc.

What makes this opportunity great :

You will be learning constantly, whether learning by collaborating with other assistants, or simply learning by solving problems and tackling projects.

Enjoy the variety of tasks each new day brings. Our schedules are variable and incredibly exciting.

Energetic environment that will enable you to grow as a professional.

Unique culture that values diverse backgrounds and perspectives while emphasizing teamwork and a strong sense of partnership.

What we look for :

High school diploma or education equivalent required.

5+ years of proven administrative experience preferably in the financial environment.

Coordinate complex calendars and manage varying schedules for multiple bankers.

Detail orientated; strong organizational skills with ability to prioritize various tasks simultaneously.

Must be a proactive, quick on your feet , self-starter with excellent problem-solving skills.

Work independently with speed and accuracy.

Professional demeanor with strong oral and written communication skills.

Proficient with Microsoft Office products; Concur Travel / Expense system preferred.

Experience using CRM systems, preferably Salesforce.

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Application Deadline :

07 / 10 / 2023

Address :

111 W Monroe - 115 S LaSalle

Job Family Group : Business Management

Business Management

BMO Capital Markets is a leading, full-service financial services provider. We offer corporate and investment banking, treasury management, as well as research and advisory services to clients around the world. #bmocapitalmarkets

Performs a variety of administrative and clerical tasks, financial and human resources administration and provides professional support to one or more Managers and their direct reports.

The role provides general offices services ensuring all administrative and operational processes and control standards are followed, while seeking to determine, develop, and participate in implementation of improvement opportunities, contributing to the effective and efficient operation of the business group.

• Provides subject matter expertise and advice related to assigned strategic initiatives and act as relationship management for assigned initiatives.
• Builds effective relationships with internal / external stakeholders.
• Breaks down strategic problems, and analyses data and information to provide insights and recommendations.
• Gathers and formats data into regular and ad-hoc reports, and dashboards.
• Leads the planning, coordinating and implementing department events.
• Provides senior level administrative and operational support within a large, diverse team including one or more senior executives.
• Employs systems (e.g. customized exception reports, tracking reports etc.) to manage information.
• Integrates information from multiple sources to enable more efficient processes, enhanced analysis and / or streamlined reporting.
• Provides input into the planning and implementation of administrative programs.
• Coordinates and monitors budgets and reporting on results vs. budget.
• Provides coaching and mentoring to more junior administrative assistants to support them in developing capability to carry out current job accountabilities.
• Manages and monitors calendars and upcoming events. Dispatches meeting invitations, books meeting rooms and arranges for resources and other requirements in support of smooth and efficient meeting facilitation.

Supports the coordination and implementation of department events.

• Develops and maintains a filing system; ensures business and operational reports, forms, and other documentation, paper or electronic, are readily available.
• Supports the development of tailored messaging, which may include writing, editing and distributing communications (e.

g., correspondence, presentations, policies & procedures).

• Dispatches outgoing communications. Answers central phone line, responding to and resolving / escalating inquiries.
• Processes invoices for payment in adherence with documented processes and guidelines and vendor agreements
• Prepares and logs departmental expense claims and reports. Tracks expenses to ensure they stay within budget.
• Makes travel arrangements, booking flight / hotel reservations as needed.
• Liaises with internal business units and external vendors and participates in the local coordination and implementation of premises and building related matters including incoming / outgoing staff and contractors, relocations, office planning and new furniture requirements while ensuring minimal interruptions to business operations.
• Maintains supplies inventory by checking stock to determine inventory level; anticipating needed supplies; placing and expediting orders for supplies;

verifying receipt of supplies.

• Maintains and tracks overtime, on-call claims, staff vacations and absences in accordance with Bank and / or divisional guidelines to ensure consistency in entitlement and to determine staff availability.
• Coordinates training requirements for staff (research, booking, cancellations, confirmations, etc.).
• Collaborates with internal and external stakeholders in order to deliver on business objectives.
• Organizes work information to ensure accuracy and completeness.
• Focus may be on a business / group.
• Thinks creatively and proposes new solutions.
• Exercises judgment to identify, diagnose, and solve problems within given rules.
• Works mostly independently.
• Broader work or accountabilities may be assigned as needed.

Qualifications :

• Typically 7+ years of relevant experience in an administrative / professional support function, demonstrating progressive responsibility and post-secondary degree in related field of study.
• Specialized knowledge from education and / or business experience.
• Verbal & written communication skills - In-depth.
• Collaboration & team skills - In-depth.
• Analytical and problem solving skills - In-depth.
• Influence skills - In-depth.

We’re here to help

At BMO Harris Bank we are driven by a shared Purpose : Boldly Grow the Good in business and life. It calls on us to create lasting, positive change for our customers, our communities and our people.

By working together, innovating and pushing boundaries, we transform lives and businesses, and power economic growth around the world.

As a member of the BMO Harris Bank team you are valued, respected and heard, and you have more ways to grow and make an impact.

We strive to help you make an impact from day one for yourself and our customers. We’ll support you with the tools and resources you need to reach new milestones, as you help our customers reach theirs.

From in-depth training and coaching, to manager support and network-building opportunities, we’ll help you gain valuable experience, and broaden your skillset.

To find out more visit us at .

BMO Harris Bank is committed to an inclusive, equitable and accessible workplace. By learning from each other’s differences, we gain strength through our people and our perspectives.

BMO Harris Bank N.A. is an equal opportunity / affirmative action employer. All qualified applicants will receive consideration for employment without regard to sex, gender identity, sexual orientation, race, color, religion, national origin, disability, protected Veteran status, age, or any other characteristic protected by law.

Accommodations are available on request for candidates taking part in all aspects of the selection process. To request accommodation, please contact your recruiter.

Note to Recruiters : BMO Harris Bank does not accept unsolicited resumes from any source other than directly from a candidate.

Any unsolicited resumes sent to BMO Harris Bank, directly or indirectly, will be considered BMO Harris Bank property. BMO Harris Bank will not pay a fee for any placement resulting from the receipt of an unsolicited resume.

A recruiting agency must first have a valid, written and fully executed agency agreement contract for service to submit resumes.

Make your dream career a reality. It’s possible!

Onsite from the Chicago office

The Executive Assistant will be responsible for providing administrative and executive support to members of the James Hardie Executive Leadership Team.

This role will also manage a variety of administrative projects.

What You’ll Do :

• Assist the with a wide range of administrative activities and projects
• Manage the calendar and coordinate appointments internally and externally
• Coordinate in-person and WebEx meetings and calls
• Arrange complex domestic and international travel plans and itineraries; compile relevant information needed for travel and meetings
• Complete and submit timely expense reports
• Manage incoming calls and correspondence and respond independently to routine correspondence
• Prepare agendas and minutes for leadership meetings; ensure meeting notes and post-meeting follow-up and summaries are distributed as needed on behalf of executive
• Work with other leaders throughout the organization to gather updates and agenda items for meetings
• Assist in creation of presentation material for the leadership team and town halls
• Support compilation of board reports and packets
• Manage programs, events, meetings or conferences; arrange facilities and caterers, issue information or invitations, coordinate speakers and manage event budget;

coordinate all other meeting-related logistics

• Support activities between the office and regional offices
• Liaise with other departments, leaders, and assistants internally and externally
• Support C-Level and management staff with administrative help on an as needed basis
• Represent the executive and the company in a professional manner
• Maintain confidentiality of all corporate, personnel and team matters; maintain the highest ethical standards of business practice
• Offer suggestions to enhance and perfect administrative processes and procedures

The position responsibilities outlined above are in no way to be construed as all encompassing. Other duties, responsibilities, and qualifications may be required and / or assigned as necessary.

What You’ll Bring :

• High School diploma or equivalent required; college degree preferred
• Minimum of five years of professional executive administrative experience
• Advanced knowledge of all MS Office programs including Word, Excel, PowerPoint and Outlook required
• Excellent verbal and written communication skills with a strong command of grammar
• Ability to work independently with limited supervision and take initiative
• Strong ability to exercise independent judgment and make appropriate decisions
• Highly detailed oriented with superior organizational skills
• Demonstrated ability to prioritize, meet deadlines, and change course of action quickly
• Ability to maintain professionalism under pressure
• Demonstrated ability to work independently and proactively to solve problems
• Ability to successfully coordinate multiple projects simultaneously
• Ability to maintain confidentiality
• Positive attitude and the ability to be proactive, resourceful, and flexible
• Strong people skills, including the ability to work effectively as part of a team and build relationships throughout the organization

What You’ll Receive :

At James Hardie, we recognize that our success depends on our people. We've worked hard to build a generous and competitive benefits program that demonstrates our commitment to our employees.

Comprehensive low-cost co-pay Health Insurance; medical, dental, prescription, and vision insurance benefits for every 30+ hour full-time employee.

Insurance starts on day one!

• 401(k) Retirement planthat will match 100% of employees saved dollars up to the first 6% of your salary
• Paid holidays, paid vacation including Jury Duty and bereavement leave
• Wellness Program
• Employee Assistance Program
• Parental Leave
• Community Involvement & Sustainable Solutions - Fire Resistant Siding to Help Rebuild the Grizzly Flats Community James Hardie
• And more

Apply now and come home to Hardie!

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James Hardie Building Products Inc. is an equal opportunity employer, and all qualified applicants will receive consideration for employment without regard to race, color, gender, sex, age, national origin, religion, sexual orientation, gender identity / expression, genetic information, veteran's status, marital status, pregnancy, disability, or any other basis protected by law.