Administrative Assistant

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Who We Are:

We are an engineering advisory firm with a focus on R&D, software development, and technology integration. We approach all problem statements from a unique engineering perspective and deliver a broad range of services including: software development, management consulting, and strategic advisory services to accelerate product development from concept to commercialization.

We combine our science, engineering, and management consulting expertise to build software, integrate systems, and deliver research and development optimizations that empower our customers to better compete in their industry.


Who You Are:

You are a proactive, organized, and self-motivated Administrative Assistant looking to support our growing sales and business development team with multiple functions to ensure goals and expectations are met. You are eager to become the point of reference for colleagues, client partners, prospects and clients alike, by keeping schedules, drafting unique email correspondences, and maintaining critical documentation and information.

You are professional in nature and can exercise sound judgment, maintain confidentiality, and operate at a high level with strong attention to detail in fast-moving and ambiguous situations. You enjoy jumping in to assist with sales-facing correspondence and hopping on the phone to confirm meetings with prospective clients. You are keen to help with office management tasks and are the first to offer help with ad-hoc projects to those who need support.

Key Responsibilities:

 

    • Provide back-up assistance with facilitating the Executive’s day-to-day responsibilities through management of their calendar and inbox, ensuring preparedness for meetings, and assisting in any additional personal or business-related requests

    • Track and record requests for meetings from internal and external contacts and ensure that all meetings scheduled are a high priority in nature

    • Comfortably speak and engage with customers over the phone and provide excellent customer service.

    • Maintain CRM data in the context of dashboards and opportunities
    • Support sales and recruiting with ad-hoc projects and office management tasks

    • Assist with researching clients and relevant technologies; prepare customer backgrounders when necessary


Job Requirements:

This role would be ideal for an Administrative Assistant with 2-5 years of experience, preferably in the professional services industry.

 

    • 2-5 years of professional executive admin or assistant experience, preferably in professional services

    • Experience maintaining weekly customer contact and calendar management

    • Experience in customer service and delivering top-quality correspondence with discretion

    • Experience cold/warm calling to confirm meetings or maintaining warm relationships

    • Excellent proficiency in Microsoft Outlook and Excel

    • Exceptional time management and organizational skills

    • Detail and process orientation is essential to succeed

    • Must demonstrate ability to work in a fast-paced environment

    • EXCELLENT written and verbal communication skills absolutely required for this role


Additional Information:

This is an on-site role at our Chicago office with regular business hours. We are located across the street from Oak Street Beach in the Gold Coast neighborhood of Chicago. In addition to a beautiful work environment, we offer full benefits, vacation time, paid holidays, and on-site gym membership. We do not offer a relocation package at this time. Applicants must reside within commuting distance of our office.

Actual compensation packages are based on a wide array of factors unique to each candidate, including but not limited to skill set, years & depth of experience, certifications, and how the candidate scores during each step of the interview process.

Due to the nature of our clients’ work environments; we can only consider US Citizens or Green Card Holders at this time. Thank you for your understanding.

If this sounds like an opportunity you would like to pursue, please apply with an updated resume. We are actively interviewing qualified candidates and looking to hire immediately.

If you know anyone who may be a fit for this role, please pass along this job description as we would love to talk to them!

NO 3rd Parties please!

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