Executive Assistant

Executive Assistant

Coordinates a broad variety of administrative processes & activities such as database, budget, & HR – maintenance & reporting; communications including website design; & management of supervisor(s) &/or dept's multiple calendars & events. Reviews administrative work procedures, policies & operational methods; identifies & documents as applicable:
Standard Operating Procedures (SOPs); best practices; appropriate filing & audit mechanisms; financial & performance metrics reporting; & regulatory & compliance systems.

Job

Duties Include:

• Creates &/or maintains complex spreadsheets &/or databases &/or reports, queries, charts, etc. based on supervisor's information objectives.
• Administers budgets for awards &/or dept which may include approving purchases, reimbursements &/or orders.
• Processes accounting transfers, appropriation & funding changes, deposits, & payroll.
• Completes journal entries.
• Creates & monitors budget statements.
• Verifies that charges are accurate & posted to the appropriate account.
• Reconciles accounts.
• Resolves discrepancies &/or outstanding encumbrances.
• Assists in balancing accounts at close of fiscal year.
• Assists in preparation of annual budget.
• Administer budgets &/or accounting balances for multiple awards.
• Manages supervisor's &/or dept calendar.
• Manages complex scheduling arrangements involving multiple parties & conferences, international travel, etc.
• Sets-up & cancels meetings based on knowledge of subject & attendees.
• Coordinates large scale &/or complex events.
• Ensures that all logistics such as advertising, registration, speakers, international travel arrangements, venues, catering, technology, etc. have been completed.
• Coordinates student recruitment & admissions process.
• Reviews & prioritizes applications.

Requirements:

Minimum Qualifications :

• A high school diploma or its equivalent along with 5 years of administrative support experience is required.

Minimum Competencies :

• Advanced knowledge of word processing, spreadsheet, email, and database software programs is required.

Preferred Qualifications :

• Bachelor or Master degree in English or biology

Preferred Competencies :

• Excellent interpersonal skills, highly professional demeanor
• Excellent English writing and editing abilities
• Ability to work independently, strong motivation and initiative

/hr DOE

Temporary to Hire or Direct hire

Chicago, Illinois 60611