Administrative Assistant

Under the direct supervision of the Director of Administration (DOA), this position provides administrative, secretarial and project management support for the DOA, several Department Directors and their corresponding teams.  The incumbent will interact with important external callers and visitors as well as internal contacts of all levels and is expected to maintain a professional and harmonious relationship with all. Must have strong organizational and project management skills and a robust work ethic. The role demonstrates a deep understanding of legal business operations, exceptional judgment, strict confidentiality, and a customer service mindset.

Interact and communicate effectively at the executive level, with sound judgment and discretion is critical. Must also uphold the highest level of integrity, business professionalism and can maintain confidentiality of firm data and circumstances.

• Provide a wide range of administrative support including strategic calendar management; vetting, prioritizing, and arranging meetings; coordinating travel bookings, internal event planning.
• Act as a liaison with other departments and outside agencies, including high-level staff, Chief Officers and members of the Executive and Management Committees.
• Works independently and within a team on special and ongoing projects. Acts as project manager for special projects, which may include planning and coordinating multiple presentations, disseminating information, creating materials.
• Handles confidential and non-routine information and explains policies when necessary.
• Prepare a variety of documents, including project and meeting notes.   
• Create and process expense reports, invoices, and check requests.
• Run reports from various systems and format appropriately.
• Prepare office wide communications related to holiday services, office closures, and general announcements.
• Exercises discretion and independent judgment with respect to matters of significance.

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.

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 staffrecruiting@sidley.com (current employees should contact Human Resources). 

Education and/or Experience: 

Required:

• High school degree or equivalent
• Minimum of 5 years of experience as an administrative/executive assistant/coordinator or in a similar role
• Advanced proficiency in MS Outlook, Word, Excel and PPT
• Strong organizational skills and attention to detail
• Excellent analytical, judgment and problem-solving abilities
• Superior interpersonal and communication skills
• Ability to work harmoniously and effectively with others
• Ability to maintain confidentiality and exercise discretion
• Ability to work under pressure and manage multiple projects with competing deadlines

Preferred:

• Proficiency in using MS Visio
• Proficiency in using expense report software such as Emburse Enterprise (former ly Chrome River)

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
• Able to preserve confidentiality and exercise discretion
• Able to work under pressure
• Able to manage multiple projects with competing deadlines and priorities

Sidley Austin LLP is an Equal Opportunity Employer

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