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Office Manager
Sikich
Chicago, IL, United States
Job Details - this job has expired, please see similar jobs below
Description
Position Summary: This position is responsible for the coordination and facilitation of all administrative functions for the Chicago Office of Sikich LLP. Primary responsibilities include managing administrative needs of the office and ensuring employees, guests, clients and prospects are greeted and handled professionally and promptly. The Office Manager performs a wide array of a functions including event/meeting coordination, scheduling, event coordination and special projects as assigned.
Essential Job Duties:
• Support all Partners and employees within Investment Banking, Technology, Advisory and Corporate teams to provide best in class administrative support
• Serve as key cultural ambassador of the office with the ability to handle all matters as both confidential and time-sensitive
• Receive and direct telephone calls and relay conversation and pertinent messages to others while maintaining accuracy, clarity and confidentiality.
• Perform primary contact and establish rapport with clients, visitors and people visiting or hoteling in the office on a daily basis.
• Entertain and answer basic queries made by the clients pertaining to the services provided by the firm, its mission and vision and its rules and regulations
• Ensuring the comfort and seeing to the needs of the clients, visitors and people including vendors, recruits, members of the business community or other key internal leaders within the broader Sikich organization
• Procure supplies, catering, technology equipment and coordinate with internal administrative functions for support and guidance
• Participate in data entry and maintenance of firm’s CRM (client relationship management) system by adding, updating and managing content as directed
• Proactively secure materials and information for events, meetings and maintain an inventory of resources for special events
• Serve as the provider of informal guidance and conduct training to new employees and assimilation to office/firm processes
• Learn and embrace firm’s safety and security programs and preventative programs. Serve as an ambassador in protecting Sikich, our people guests and clients at all times
• Assist with emergency procedures for office building and share information pertaining to evacuation exercises
• Learn and assist others in utilizing firm equipment, break room resources, meeting room features, filling coffee, replacing water resources, etc.
• Receive deliveries, send packages and sort/deliver mail
• Assist with presentations, binding, collating materials, etc.
• Schedule guests as visitors to the building, proactively identify conference room and meal/catering needs, etc.
• Perform active participation in meetings and conferences and take down relevant notes during the process
• Routinely communicate and report on status of projects and priorities
• Managing filing system for office and assist with drafting and sending correspondence as necessary
• Ensure the office environment is free of clutter and maintained with a professional setting at all times
• Confidentially assist key internal corporate teams including human capital, marketing, finance, office services and the executive teams
• Assist with new employee workspace setup and other changes of status
• Maintain local office directory of information and serve as a primary resource for understanding building procedures
Qualifications:
• Ability to use computer extensively for all functions of position
• Strong knowledge of MS Office suite (Outlook, Word, Excel, Powerpoint) as well as general proofreading skills
• Must have poise and ability to craft basic office communications
• Prior experience in an administrative capacity
• Demonstrated experience with meeting coordination including scheduling, finalizing agendas, handouts, presentations, attendee communication and follow up
• Customer service orientation with strong listening and follow through skills
• Desire to learn and improve processes and procedures
• Ability to handle multiple tasks in a fast paced environment; adaptable to last minute changes
• Initiative; self-directed, ability to ask questions and proactively seek opportunities to assist the firm
• Must possess a degree of patience and enthusiasm
• Must be able to lift to 50 pounds
Other:
• Ability to be flexible with scheduling for meeting/event setup, logistics and other event needs
• Must be willing to work early morning or extended evening hours for purpose of meeting client or other firm needs, including special projects and events
• Ability to work effectively with all levels of Partners and employees across multiple service lines firm wide
• Ability to coordinate multiple projects concurrently and assess priorities
• Interest and willingness to be a team player and assist with overall Chicago Office needs and projects
• Strive for excellence; attention to detail in times of change and deliver goals even under uncertainties and difficulties
• Stay abreast of best practices, share new ideas and ways to enhance efficiency for the office environment. Liaise with other administrative functions regarding office administration.
• Portray a positive and professional reflection of the firm as often this role is the first and only point of contact for guests, clients prospects or potential employees
Bachelor’s Degree preferred but not required. Must have prior experience working in an administrative support capacity. Excellent verbal, written and follow up communication skills a must. Strong client/customer service orientation with an interest in developing career. Prior experience working for an accounting firm or professional services industry experience a plus.
Note: This job description is intended to describe the general nature and level of work being performed by employees in this position. It is not intended to be an exhaustive list of all responsibilities, duties, and skills required for this position; other duties outside of normal responsibilities may be performed as necessary to meet the needs of the organization.
Working at Sikich, you’ll become part of a highly motivated and competent team that values individual effort and growth while encouraging balance between your personal and work life. We recognize that our people are our most valuable asset—our employees drive our success. Sikich is honored to have been named a Top Workplace by the Chicago Tribune and recognized nationally as a Best and Brightest Company to Work For. If you're looking to take your career to the next level, learn more about Sikich — and the possibilities for you. Visit us as sikich.com/careers