Description

Position at VMLY&R

About Us : VMLY&R

VMLY&R is a global brand and customer experience agency that harnesses creativity, technology, and culture to create connected brands.

But what does that mean? It means we're a creative agency that is built on the promise of collaboration and human connection.

Creating connected brands isn't just what we do it's what we're known for and who we are. We empower our clients to excel at the intersection of "brand" and "customer experience," starting with simple goals : Create work that becomes part of people's lives;

promote value for our clients; and, in the best of cases, help the world.

We're committed to building a united global network of creators and thinkers, regardless of their age, race, skin color, religion, disability, sexual orientation, gender identity or expression.

With over 12,000 employees across the globe, our influence is made stronger by applying our collective experiences to tell stories that not only sell products and experiences, but also guarantee positive representations of all communities.

Our unique culture is rooted in a great deal of care for you and your success. Above all else, we are committed to strengthening your experience by ensuring your inner potential continues to be discovered.

We also offer about a dozen employee resource groups (ERGs) that allow you to tap into your personal identities, interests and passions.

Our ERGs celebrate ethnic diversity, life as a working parent or caregiver, neurodiversity, the LGBTQ+ community, wellbeing, and more.

Regardless of your interests, there is no shortage of opportunities to get involved, so tap into our global network and find where you can make your ideas come to life.

VMLY&R seeks an Executive Assistant to support the Executive Leadership Team in areas such as :

• Providing exceptional service as a reinforcement for the main office receptionist.
• Aiding in the process of coordinating meetings, travel, and booking conference rooms.
• Assisting with vendor and purchase order requests.
• Processing timesheets and expense reports for some of VMLY&R's executive leadership team.
• Handling and supporting additional tasks and office projects as needed.

Required Skills & Experience

• Organized and detail oriented
• 5-7 years experience working in an office environment as a receptionist, administrative or executive assistant
• Ability to effectively manage multiple tasks, meet deadlines, analyze data, and complete projects and assignments with minimal supervision
• Great can-do attitude combined with a strong work ethic; able to go with the flow
• Strong ethics and integrity including the ability to maintain high degree of confidentiality
• Strong skills in Outlook, Excel, PowerPoint and Word
• Proficient with Mac and PC

Our Benefits

As the world leader in communications services, we rely on the creativity of our people to deliver the best work for our clients.

In return, we invest in our employees by offering them a diverse suite of benefits from best-in-class carriers, with enough choice and flexibility to keep them and their families healthy and happy today and tomorrow.

• Corporate gift matching program
• Paid time off for volunteering
• Paid parental leave
• Ranked No. 1 in advertising for our adoption assistance program
• Corporate discounts
• VMLY&R Diversity, Equity, and Inclusion (DEI) team, which guides, celebrates, and promotes cultural literacy; increases employee engagement;

recruits and retains a diverse workforce; and builds internal opportunities for people to learn and grow.

VMLY&R is an equal opportunity employer and considers applicants for all positions without regard to race, color, religion or belief, sex, age, national origin, citizenship status, marital status, military / veteran status, genetic information, sexual orientation, gender identity, or physical or mental disability.

We believe in creating a dynamic work environment that values diversity and inclusion and strives to recruit a diverse slate of candidates to help us achieve that goal.

VMLY&R is a M / F Disabled and Vet .

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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HYBRID

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.