at Sidley Austin LLP in Chicago, Illinois, United States
Job Description
IT Administrative Assistant
Recruiting Location
US-IL-Chicago
Department
Information Technology
Summary
This individual will perform a variety of administrative duties in support of the Chief Information Officer (CIO) and up to three Information Technology directors. Work assignments are complex in nature, where some independent judgment, tact, creativity and initiative are required.
Duties and Responsibilities
Performs a full range of administrative duties for the CIO as well as assigned departmental directors, including calendar management, writing/typing notes and correspondence, completes expense reports, and maintaining confidential records.
Quickly develops a deep understanding of the needs, preferences, and priorities of CIO and directors supported.
Maintains document library using Firm's document management system.
Prepares requisitions and process invoices using Firm's procurement system.
Assists with the preparation of CIO meetings, includes assisting with agenda preparation, meeting logistics, following up with directors on assignments, and working with the meeting facilitator to finalize the meeting minutes.
Reviews, requests, schedules appointments and meetings, conference calls and other department events; informs attendees/participants of function dates and times, reserves meeting space, provides audio/visual and other equipment/materials if required.
Creates effective presentations and correspondence, interacting with executives, clients, etc.
Acts as a liaison with other departments and vendor/clients, including senior staff including the Executive Director, Chief Financial Officer and Directors of Administration.
Proofreads copy for spelling, grammar and layout, making appropriate changes. Responsible for accuracy and clarity of final copy of materials visible to those at the highest levels of the Firm.
Handles confidential and non-routine information, keeping the information private and confidential.
Coordinates office moves and facility related requests.
Assists with domestic and international travel arrangements for the CIO Organization.
Maintains IT department org chart(s) and email distribution lists.
Greet visitors, answer and direct phone calls, take messages or fields answers for routine and non-routine questions.
Compile data for reports and presentations.
Assist other administrative assistants to work as a team as workload dictates, especially in phone coverage for the CIO. Willing to coordinate PTO with other admin assistants to ensure coverage.
Works independently and within a team on special nonrecurring and ongoing projects.
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 diploma
Proficient in Microsoft Office suite (Word, PowerPoint, Excel)
Preferred:
Bachelor's degree
IT Background and/or experience supporting IT Department
Experience with document management systems such as iManage or Net Documents
Ability to accurately type 50 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/Affirmative Action Employer.
Sidley is an Equal Opportunity/Affirmative Action Employer. All qualified applications will receive consideration for employment without regard to race, color, creed, marital status, sex, sexual orientation, gender identity and expression, age, religion, disability, citizenship status, national origin, veteran status and any other factor protected by applicable law.
