Administrative Assistant (Temp to Hire Permanently)

Landor - Chicago, IL

Temporary
Position Purpose

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

Duties and Responsibilities

Landor Fundamentals

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

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

  • Move coordinator and change agent for the process including leading up to, during and post move
  • Set-up and cleanup of support food and beverage services for internal and 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 and all meeting rooms.
  • Coordinate repairs, repainting and scheduled cleaning with specific attention to high profile areas such as, conference rooms, studio and kitchen
  • Responsible for the stock control and 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 and Human Resources
Qualifications and Skills

Competencies for Success

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

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