at Ipsos-Insight, LLC in Chicago, Illinois, United States
Job Description
Locations: We're open to hiring for this role in our Chicago, Cincinnati, or Seattle office.
What makes this role important at Ipsos?
The Executive Assistant/Office Manager (EA/OM) supports executive leaders of Ipsos North America. Strong candidates will have a proven track record of success supporting executives in a fast-paced environment. Candidates will need to maintain the utmost confidentiality, providing business operational support with a sense of urgency and delivering on complex details with accuracy in a timely manner. The successful candidate will diligently work to assist executives in driving our global research business and juggle multiple senior project priorities.
What you can expect to be doing:
Provide executive assistant support to multiple senior executives, including internal and external parties with a high level of professionalism and in a manner that positively reflects on the Ipsos North America organization.
Manage, organize, and sustain complex contact records, calendar(s), and events (e.g., offsite meetings, group private dining events, team building, department meetings, social events, etc.).
Prepare agendas, reports, special projects, presentations and other documents in Word, Excel, PowerPoint in support of the executives.
Draft and prepare correspondence for internal announcements, client meetings, leadership team meetings, and/or organizations that the executives are involved with.
Arrange travel (domestic & international), accommodations and complex travel itineraries for executives. Travel arrangements may include flights, hotels, ground transportation, passport renewal, global entry, Visa applications/international entry documentation, etc.
Prepare and submit expense reports on a timely basis. Reconcile to ensure reimbursements are appropriately completed.
Process invoices for payment, review expense reports of direct reports and aid in preparation of quarterly and annual budget reviews, along with other financial presentations.
Screen incoming inquiries; take and deliver accurate messages; respond to requests by gathering and providing information and referring non-routine calls or emails to the appropriate staff.
Maintain strong vendor relationships, work closely with other EA/OM's to support one another and communicate business needs in a professional and friendly manner
Interface with internal stakeholders as well as external clients and contacts regarding meetings and administrative initiatives.
Be responsive to emails/texts/phone calls, with contact outside normal business hours as needed.
Conserve executives' time by reading, researching, collecting, and analyzing information as needed, in advance.
Work closely with IT to resolve technology and security issues.
Maintain documents and records in appropriate, retrievable files.
Coordinate project planning activities and facilitate meetings to help ensure the team delivers against its commitments with the highest quality deliverables in a timely fashion.
Collaborate with executives, their direct reports and other Admin team members to track key performance metrics and assist with budget and roadmap documentation.
Assess existing processes and identify opportunity for improvement.
Document and distribute project and activity status on regular basis.
Oversee all office operations, equipment, maintenance, service contracts and systems.
Maintain inventory of office supplies and equipment
Prepare and maintain occupancy budget and all financial reports related, along with other BUs as assigned.
Leads and actively participates in Social Committee meetings; proactively coordinates office events, social activities and charitable giving initiatives.
This might be the job for you if you have:
Completed bachelor's degree level of education or equivalent work experience.
Minimum 3-5 executive administrative management experience, preferably with office management experience.
Ideal candidate will reside in the Chicago, IL, Cincinnati, OH or Seattle, WA area.
Manage sensitive matters with a high level of confidentiality and discretion knowing decisions will directly impact the North American and global operations of the company.
Solid organizational skills including ability to prioritize and coordinate multiple tasks, excellent attention to details.
Expertise in Microsoft Office applications, specifically Outlook, MS Teams, Word, Excel (advanced preferred, intermediate required), and PowerPoint (Intermediate).
Excellent verbal and written communication, as well as time management skills; proven ability to meet and drive deadlines.
Extensive background with scheduling, complex meeting arrangements, and domestic/international travel accommodations.
A creative problem solver with a 'hands-on' approach to providing solutions.
Proactively sources information; resourceful.
Willingness to learn... For full info follow application link.
Equal Opportunity Employer Minorities/Women/Veterans/Disabled
