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Administrative Assistant
INTL FCStone
Chicago, IL, United States
Job Details - this job has expired, please see similar jobs below
Primary Accountabilities/Responsibilities:
Reception and Administrative Duties:
• Answers phone, greets guests, provides refreshment and alerts their contacts they’ve arrived, registers visitors with the Federal Reserve Law Enforcement Unit
• Ensures all office spaces and conference rooms are extremely tidy, suitable and functioning. Checks these spaces multiple times a day.
• Oversees maintenance of kitchen spaces and conference rooms. Cleans at least 4 times per day and as needed. Makes sure all appliances are clean and functioning. Makes sure all conferencing equipment is in good working order. Orders service calls or new appliances/equipment.
• Walks through office before leaving, turning off lights and TVs/cleaning white boards/straightening chairs in conference rooms.
• Encourages employees to keep their work areas clean and organized. Cleans and organizes general office areas and storage areas regularly.
• Stocks and replenishes all kitchen supplies first thing in the morning and end of day and as needed.
• Monitors inventory and orders office supplies, kitchen supplies and mailroom supplies as needed.
• Monitors general office space, makes note of maintenance issues and orders/schedules appropriate action: broken furniture, replacing light bulbs, painting, carpet tile cleaning/replacement, etc.
• Stocks the copy machines with paper daily. Turns on in the mornings/off in the evenings. Tracks service calls in conjunction with the Help Desk.
• Monitors shredding bins and calls for new bins when full
• Receives mail and packages for the office in conjunction with the mailroom staff – distributes packages as they arrive and gives the office manager general mail/packages
• Registers vendors with Federal Reserve Law Enforcement Unit and escorts vendors/deliveries as needed.
• Sends mail and packages via USPS/UPS.
• Arranges for courier service as needed (T-Force)
• Reserves conference rooms as requested and is available to assist at time of meeting with WebEx, video conferencing, etc.
• Orders food for in-office employee meetings/ client meetings / social events
• Covers mailroom responsibilities, statements and mail pickup when Mailroom Staff is out.
• Regularly checks and restocks office supplies and cleans and organizes the office supply cabinet
• Maintains stock of marketing materials and supplies kept in the reception area for employee and guest use
• Maintains Chicago master phone list. Adds new hires and deletes former employees as necessary. Distributes monthly.
• Oversees additional tasks, as requested by Office Manager
Employee Administration:
• Assists Office Manager with employee badge security. Makes appointments with the Federal Reserve Law Enforcement Unit when a new hire begins and accompanies them to their appointment.
• If requested, assists new hires with tutorials on: Conference Room Calendars, Connect, WebEx, Mailing/Shipping, Brickell/Concur, Chicago Corporate Rate Hotels, ExpenseWire
• Serves as Safety Liaison and attends all building trainings
• May assist visiting employees and guests with local hotel arrangements through Concur/Brickell
• Assists with coordination of employee programs: i.e. corporate gym rates, flu shots, Wellness
• Assists with company activities (Holiday party, Great America Night, in-office socials)
• Assists with spreadsheets, presentations, filing and scanning as requested
• May assist with overflow work from Office Manager, Account Management, Marketing and Operations *At any time, the Administrative Assistant may be asked to cover duties requested by the Office Manager or other Senior Management
Job Requirements:
• Bachelor’s degree strongly preferred; will substitute strong related work experience
• Experience working in a fast-paced corporate environment with a wide variety of people at all levels of an organization
• Strong computer skills in MS Office
• Extensive software skills are required, as well as Internet research abilities and strong communication skills
• Strong organization skills and attention to detail
• Friendly, professional, and outgoing demeanor
• Strong customer service focus
• Excellent phone etiquette
• Experience juggling multiple priorities at once and meeting tight deadlines
• Willingness to go “above and beyond” to meet customer needs
• Maintains professional appearance, follows the dress policy. The Administrative Assistant represents the company and should conduct themselves in a manner appropriate for a Fortune 500 Company.
Physical requirements/Working conditions:
• Climate controlled office environment
• Minimal physical requirement other than occasional light lifting of boxed materials
• Dynamic, time-sensitive environment
We encourage applicants of all ages and experience, as we do not discriminate on the basis of the applicant's age.