Administrative Services

Chicago, IL, United States

Job Family:

Office Services

Travel Required:

Up to 10%

Clearance Required:

None

What You Will Do:

The Administrative Services role provides dedicated support to multiple client serving Partners and is expected to have a combination of technical and interpersonal skills. They are the single point of contact for the administrative needs of assigned internal customers and provide services in a manner that demonstrates the highest levels of quality, accountability, and teamwork. Additionally, they will provide support in relation to the physical office space. These services include but are not limited to:

* Effective use of the firm's core technology applications, as well as develop/demonstrate solid knowledge of firm wide and practice-specific tools, processes, and databases

* Manages calendar, schedules and prioritizes appointments, ensuring meetings, deadlines, presentations and other duties are carried out seamlessly

* Coordinates travel arrangements (domestic/international), maintain travel profiles, last minute changes (flights, car, hotel, team communications), mapping or providing direction, support in handling passport and visa issues

* Prepares expense reports as required; follows policies and procedures, resolves auditor inquiries and engagement code reclassifications

* Draft/edit/prepare correspondences/presentations, ensuring proper grammar, spelling, formatting/visual design

* Conducts basic information searches (e.g., via internet, internal sites, etc.) and maintains contacts and distribution lists (as needed)

* Assistance with promoting the required use of Guidehouse AgilQuest Forum Hotel tool and the clean desk policy.

* Assistance with monitoring AgilQuest usage on a daily basis for reservations, check-in process and meeting room reservation process.

* Ability to communicate office policy and procedure to all employees in the office. Escalates local office issues to Manager to provide resolution on complex issues.

* Assists with maintenance of local office equipment, as needed.

* Coordinates special events and leadership team meetings including catering, room set-up, etc.

* Executes special projects at the discretion of manager and/or Partner

What You Will Need:

* This role will require being on-site to support Partners when they are in the office

* Bachelor's degree from an accredited university plus 1+ years of professional experience OR 5+ years of professional experience in lieu of degree.

* Highly proficient in Outlook, Word, Excel and PowerPoint with ability to learn new software systems when necessary

* Establish and maintain strong working relationships at all corporate levels and with clients/stakeholders

* Demonstrated proactive approaches to problem-solving with strong decision-making capability and use of good judgement

* Demonstrated ability to achieve high performance goals and meet deadlines in a fast-paced environment with competing demands

* Proven ability to act with discretion and maintain complete confidentiality.

* Highly proficient in Microsoft Office 365 including Word, Excel and PowerPoint.

* Willingness and ability to work the hours necessary to complete assigned work.

* Clear fit with (and champion of) firm culture and values.

* Must have strong work values, and be dependable, honest, and self-confident with a positive attitude.

* Strong sense of initiative and works with urgency.

* Ability to deal with ambiguity and reprioritize tasks in response to unexpected changes in priorities/requests.

* Will embrace our customer-focused, action-oriented, results-driven culture.

* Given the hands-on nature of this job, regular, on time attendance is critical.

What would be nice to have:

* Effective interpersonal and communication skills (verbal and written); able to interface with personnel at all levels

* Administrative support experience, preferably including 3-4 years in a top-tier professional services firm; familiarity with PeopleSoft and Workday a plus.

* Highly polished and professional demeanor in dealing with all situations.

What We Offer:

Guidehouse offers a comprehensive, total rewards package that includes competitive compensation and a flexible benefits package that reflects our commitment to creating a diverse and supportive workplace.

Benefits include:

* Medical, Rx, Dental & Vision Insurance

* Personal and Family Sick Time & Company Paid Holidays

* Position may be eligible for a discretionary variable incentive bonus

* Parental Leave and Adoption Assistance

* 401(k) Retirement Plan

* Basic Life & Supplemental Life

* Health Savings Account, Dental/Vision & Dependent Care Flexible Spending Accounts

* Short-Term & Long-Term Disability

* Student Loan PayDown

* Tuition Reimbursement, Personal Development & Learning Opportunities

* Skills Development & Certifications

* Employee Referral Program

* Corporate Sponsored Events & Community Outreach

* Emergency Back-Up Childcare Program

* Mobility Stipend

About Guidehouse

Guidehouse is an Equal Employment Opportunity / Affirmative Action employer. All qualified applicants will receive consideration for employment without regard to race, color, national origin, ancestry, citizenship status, military status, protected veteran status, religion, creed, physical or mental disability, medical condition, marital status, sex, sexual orientation, gender, gender identity or expression, age, genetic information, or any other basis protected by law, ordinance, or regulation.

Guidehouse will consider for employment qualified applicants with criminal histories in a manner consistent with the requirements of applicable law or ordinance including the Fair Chance Ordinance of Los Angeles and San Francisco.

If you have visited our website for information about employment opportunities, or to apply for a position, and you require an accommodation, please contact Guidehouse Recruiting at 1-571-633-1711 or via email at [email protected]. All information you provide will be kept confidential and will be used only to the extent required to provide needed reasonable accommodation.

Guidehouse does not accept unsolicited resumes through or from search firms or staffing agencies. All unsolicited resumes will be considered the property of Guidehouse and Guidehouse will not be obligated to pay a placement fee.

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