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Landor // brand consulting & design
Chicago    Posted: Friday, November 01, 2019
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Position Purpose

The Administrative Assistant is responsible for supporting the office team & external clients ensuring the office environment is of a high standard. To provide support services to all employees working in the office.

Duties & Responsibilities

Landor Fundamentals

  • Participate in multiple internal initiatives to help build our culture in support of our brand & studio
  • Happy & confident manner that demonstrates your energy, optimism, & drive for result

Executive Administration

  • Managing the smooth & efficient running of a busy calendar across several different time zones, ensuring that he/she is on time & armed with the correct information in advance any meeting or call
  • Managing calendars & responding where appropriate & creating a daily reminder on actionable items
  • Planning international travel & managing expenses
  • Drafting timecards for review/approval
  • Drafting communication & correspondence as & when required
  • Desk research as directed to support client assignments & speaking engagements

General Office Support

  • Move coordinator & change agent for the process including leading up to, during & post move
  • Set-up & cleanup of support food & beverage services for internal & client meetings
  • Preparation of meeting rooms to the required specs
  • Management of all catering requests generally, specialized orders for invoiced meeting events, distribute client/staff-catering internally
  • Responsible for the appearance of office, maintaining tidiness of the reception area/kitchen area & all meeting rooms.
  • Coordinate repairs, repainting & scheduled cleaning with specific attention to high profile areas such as, conference rooms, studio & kitchen
  • Responsible for the stock control & purchasing of office supplies
  • Assist with the set-up of specialist equipment for client/internal meetings in meeting rooms
  • Coordinate office services as it relates to office moves
  • Undertakes additional ad hoc administration duties as required by the Executive Directors & Human Resources

Qualifications & Skills

Competencies for Success

  • Ability to be resilient & tenacious
  • Ability to work fast & accurately under pressure & maintain a professional disposition at all times
  • Mature & effective communication skills both written & verbal & organizational skills
  • An enquiring mind; ability to solve problems & come to conclusions
  • A proactive approach & attention to detail
  • Basic understanding of Microsoft Office software packages
  • Great hospitality skills & a flair for entertaining
  • Ability to work independently
  • Happy & confident manner
  • Comfortable with undertaking office management tasks

Required Experience

  • Minimum 2 years of office management & facilities experience, preferably within an agency environment
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