Administrative Assistant

at Sidley Austin LLP in Chicago, Illinois, United States

Job Description

Administrative Assistant
Recruiting Location

US-IL-Chicago

Department 
Administration
Summary

Under the direct supervision of the Director of Administration (DOA), this position provides administrative and secretarial support for the DOA, several Department Directors and their corresponding teams. The incumbent will interact with important external callers and visitors as well as internal contacts of all levels and is expected to maintain a professional and harmonious relationship with all. Must have strong organizational and project management skills and a robust work ethic.
Interact and communicate effectively at the executive level, with sound judgment and discretion is critical. Must also uphold the highest level of integrity, business professionalism and can maintain confidentiality of firm data and circumstances.

Duties and Responsibilities

Provide a wide range of administrative support including strategic calendar management; vetting, prioritizing, and arranging meetings; coordinating travel bookings, internal event planning.
Act as a liaison with other departments and outside agencies, including high-level staff, Chief Officers and members of the Executive and Management Committees.
Works independently and within a team on special and ongoing projects. Acts as project manager for special projects, which may include planning and coordinating multiple presentations, disseminating information, creating materials.
Handles confidential and non-routine information and explains policies when necessary.
Prepare a variety of documents, including project and meeting notes.
Create and process expense reports, invoices, and check requests.
Run reports from various systems and format appropriately.
Prepare office wide communications related to holiday services, office closures, and general announcements.
Exercises discretion and independent judgment with respect to matters of significance.

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
Minimum of 3 years of experience in an administrative/executive assistant role
Advanced proficiency in MS Outlook, Word, Excel and PPT
Ability to type with high level of accuracy
Excellent proofreading skills
Excellent grammar and punctuation
Preferred
Proficiency in using MS Visio
Proficiency in using expense report software such as Chrome River
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 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.