Marketing Administrative Assistant
Sidley Austin LLP, Chicago, IL, United States
Summary
Open to Internal Applicants Only
The Marketing Administrative Assistant handles a variety of secretarial and administrative responsibilities in support of the Chief Marketing Officers (CMOs). Secretarial support includes scheduling, coordination of meetings and conferences, obtaining supplies, typing, filing, and coordinating various communications. Administrative support involves assembling meeting agendas and materials, report generation, information stewardship, as well as working on special projects. Work assignments can be complex in nature, the assistant must balance multiple requests at any given time and independent judgment is required to plan, prioritize and organize a diversified workload. The assistant will need to interact with a diverse group of important external callers and visitors as well as internal contacts at all levels of the organization. May also work with confidential documents and materials and is expected to exercise good judgment when doing so, turning to a supervisor for direction when needed.
Duties and Responsibilities
Provide comprehensive administrative support to the CMOs, ensuring efficient management of their schedule, including coordinating meetings, appointments, and travel arrangements.
Act as the first point of contact for the CMOs, handling correspondence, screening calls, and managing communications with internal and external stakeholders.
Prepare and edit correspondence, communications, presentations, and other documents on behalf of the CMOs.
Schedules and prepares for meetings, videoconferences and conference calls for CMOs, including arranging and updating meeting space, A/V needs, and preparing and distributing meeting agendas, materials, and minutes.
Organize and manage logistics for departmental meetings, conferences, and special events, including venue selection, catering, and technical requirements.
Maintains global marketing calendar available to all offices and the Marketing Administration calendar for department-wide meeting management.
Maintains department documents, including phone lists and organization charts.
Maintain department staff documentation and supports updates to the department intranet page, including “whom to call” charts, email distribution lists, and department organization chart.
Edits documents and presentations, proofreads copy for spelling, grammar and layout, utilizing document processing and proofreading group when needed; distributes files to others.
Maintain comprehensive and organized electronic and physical filing systems.
Process invoices and expense reports, ensuring timely reimbursement and payment using Chrome River.
Covers phone and/or scheduling for functional directors in Chicago, handling messages and routine questions; serves as out of office contact for all functional directors, routing requests to the appropriate person.
Assists in maintaining a department resource that addresses frequently asked questions, department standards and best practices.
Assist with holiday and service awards, including coordinating weekly anniversary acknowledgement for Marketing staff.
Greets visitors and meeting guests in Chicago.
Other duties as required.
Salaries vary by location and are based on numerous factors, including, but not limited to, the relevant market, skills, experience, and education of the selected candidate. If an estimated salary range for this role is available, it will be provided in our Target Salary Range section. Our compensation package also includes bonus eligibility and a comprehensive benefits program. Benefits information can be found at Sidley.com/Benefits.
Target Salary Range $90,000 - $105,000 if located in Illinois
Qualifications To perform this job successfully, an individual must be able to perform the Duties and Responsibilities (Duties) above satisfactorily and meet the requirements below. The requirements listed below are representative of the minimum knowledge, skill, and/or ability required. Reasonable accommodations will be made to enable individuals with disabilities to perform the essential functions of the job. If you need such an accommodation, please email sidleytalentacquisition@sidley.com (current employees should contact Human Resources).
Education and/or Experience:
Required:
High School graduate or equivalent
Strong competency in Microsoft Word, Excel, PowerPoint, Outlook
A minimum of three years of experience in an administrative/executive assistant role
Demonstrated ability to manage projects and competing priorities effectively
Excellent proofreading skills
Excellent grammar and punctuation
Preferred:
College degree preferred
Experience with Microsoft Visio
Experience with Document Management SystemAbility to accurately type 55 words per minute
Other Skills and Abilities:
The following will also be required of the successful candidate:
Strong organizational skills
Strong attention to detail
Good judgment
Strong interpersonal communication skills
Strong analytical and problem solving skills
Able to work harmoniously and effectively with others
A self-starter who desires to show ownership and commitment to the job
Able to preserve confidentiality and exercise discretion
Proofreads accurately
Sidley Austin LLP is an Equal Opportunity Employer
#J-18808-Ljbffr
The Marketing Administrative Assistant handles a variety of secretarial and administrative responsibilities in support of the Chief Marketing Officers (CMOs). Secretarial support includes scheduling, coordination of meetings and conferences, obtaining supplies, typing, filing, and coordinating various communications. Administrative support involves assembling meeting agendas and materials, report generation, information stewardship, as well as working on special projects. Work assignments can be complex in nature, the assistant must balance multiple requests at any given time and independent judgment is required to plan, prioritize and organize a diversified workload. The assistant will need to interact with a diverse group of important external callers and visitors as well as internal contacts at all levels of the organization. May also work with confidential documents and materials and is expected to exercise good judgment when doing so, turning to a supervisor for direction when needed.
Duties and Responsibilities
Provide comprehensive administrative support to the CMOs, ensuring efficient management of their schedule, including coordinating meetings, appointments, and travel arrangements.
Act as the first point of contact for the CMOs, handling correspondence, screening calls, and managing communications with internal and external stakeholders.
Prepare and edit correspondence, communications, presentations, and other documents on behalf of the CMOs.
Schedules and prepares for meetings, videoconferences and conference calls for CMOs, including arranging and updating meeting space, A/V needs, and preparing and distributing meeting agendas, materials, and minutes.
Organize and manage logistics for departmental meetings, conferences, and special events, including venue selection, catering, and technical requirements.
Maintains global marketing calendar available to all offices and the Marketing Administration calendar for department-wide meeting management.
Maintains department documents, including phone lists and organization charts.
Maintain department staff documentation and supports updates to the department intranet page, including “whom to call” charts, email distribution lists, and department organization chart.
Edits documents and presentations, proofreads copy for spelling, grammar and layout, utilizing document processing and proofreading group when needed; distributes files to others.
Maintain comprehensive and organized electronic and physical filing systems.
Process invoices and expense reports, ensuring timely reimbursement and payment using Chrome River.
Covers phone and/or scheduling for functional directors in Chicago, handling messages and routine questions; serves as out of office contact for all functional directors, routing requests to the appropriate person.
Assists in maintaining a department resource that addresses frequently asked questions, department standards and best practices.
Assist with holiday and service awards, including coordinating weekly anniversary acknowledgement for Marketing staff.
Greets visitors and meeting guests in Chicago.
Other duties as required.
Salaries vary by location and are based on numerous factors, including, but not limited to, the relevant market, skills, experience, and education of the selected candidate. If an estimated salary range for this role is available, it will be provided in our Target Salary Range section. Our compensation package also includes bonus eligibility and a comprehensive benefits program. Benefits information can be found at Sidley.com/Benefits.
Target Salary Range $90,000 - $105,000 if located in Illinois
Qualifications To perform this job successfully, an individual must be able to perform the Duties and Responsibilities (Duties) above satisfactorily and meet the requirements below. The requirements listed below are representative of the minimum knowledge, skill, and/or ability required. Reasonable accommodations will be made to enable individuals with disabilities to perform the essential functions of the job. If you need such an accommodation, please email sidleytalentacquisition@sidley.com (current employees should contact Human Resources).
Education and/or Experience:
Required:
High School graduate or equivalent
Strong competency in Microsoft Word, Excel, PowerPoint, Outlook
A minimum of three years of experience in an administrative/executive assistant role
Demonstrated ability to manage projects and competing priorities effectively
Excellent proofreading skills
Excellent grammar and punctuation
Preferred:
College degree preferred
Experience with Microsoft Visio
Experience with Document Management SystemAbility to accurately type 55 words per minute
Other Skills and Abilities:
The following will also be required of the successful candidate:
Strong organizational skills
Strong attention to detail
Good judgment
Strong interpersonal communication skills
Strong analytical and problem solving skills
Able to work harmoniously and effectively with others
A self-starter who desires to show ownership and commitment to the job
Able to preserve confidentiality and exercise discretion
Proofreads accurately
Sidley Austin LLP is an Equal Opportunity Employer
#J-18808-Ljbffr