Job Description

Responsible for all administrative functions for the International Government Affairs (IGA) and State Government Affairs (SGA) teams: answering phones, calendar management, scheduling travel and facilities requests, processing expense reports, meeting/event planning, maintaining distribution lists, and preparing documents or presentations from source materials, handling teleconference, acting as a liaison for remote access issues and supporting ad hoc projects.

This position is based in North Chicago, IL. 

Responsibilities:

Provides advanced administrative support to the Vice President of International Government Affairs and the Vice President of State Government Affairs and their leadership teams. May provide backup support to other staff as needed.

Monitors and prioritizes executives' emails, highlights actions, and routinely authors responses.

Coordinates and maintains departmental files, as assigned, in compliance with corporate and legal guidelines.

Follows company purchasing and other established procedures.

Uses intermediate to advanced software skills to perform assigned work. Uses and understands Microsoft Office Suite and other business-specific software, including Corporate Travel website and other programs.

Coordinates new employee office setups and onboarding.

Professionally interacts with high-level executives.

Consistently handles confidential or business-sensitive information.

Maintains and manages calendars, including meeting and travel scheduling and domestic and international travel arrangements.

Proactively identifies and resolves scheduling conflicts.

Processes reports and applications as needed, including expense reports.

Assists in organizing internal and external meetings and facilitate any supporting materials, catering, and other needs required for set meetings.

Provides support to the International Government Affairs and State Government Affairs functions across requested priority projects.

In coordination with the Vice Presidents of International and State Government Affairs leadership, assists in organizing meetings, including drafting agenda, organizing meeting materials and resources and coordinating any catering/meal needs.

Works cross-functionally across multiple departments to ensure team IT and system needs and requirements are addressed.