Summary:

This individual will perform a variety of administrative duties in support of the Chief Information Officer (CIO) and several Information Technology directors. Work assignments are complex in nature, where some independent judgment, tact, creativity and initiative are required.

Duties and Responsibilities:

Performs a full range of administrative duties for the CIO as well as assigned departmental directors, including calendar management, domestic and international travel arrangements, writing/typing notes and correspondence, completes expense reports, and maintaining confidential records.

Prepares requisitions and process invoices using Firm’s procurement system.

Assists with the preparation of CIO meetings, includes assisting with agenda preparation, meeting logistics, compiling data, following up with directors on assignments,  and working with the meeting facilitator to finalize the meeting minutes.

Reviews, requests, schedules appointments and meetings, conference calls and other department events; informs attendees/participants of function dates and times, reserves meeting space, provides audio/visual and other equipment/materials if required.

Acts as a liaison with other departments and vendor/clients, including senior staff including the Executive Director, Chief Financial Officer and Directors of Administration.

Proofreads copy for spelling, grammar and layout, making appropriate changes. Responsible for accuracy and clarity of final copy of materials visible to those at the highest levels of the Firm. 

Coordinates office moves and facility related requests

Assists with domestic and international travel arrangements for the CIO Organization.

Maintains IT department org chart(s) and email distribution lists.

Greet visitors, answer and direct phone calls, take messages or fields answers for routine and non-routine questions.

Assist other administrative assistants to work as a team as workload dictates, especially in phone coverage for the CIO. Willing to coordinate time off with other admin assistants to ensure coverage. Also, has the ability to work independently and within a team on special nonrecurring and ongoing projects.

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 (current employees should contact Human Resources). 

Education and/or Experience:

Required:

High school diploma

Proficient in Microsoft Office suite (Word, PowerPoint, Excel) 

Minimum 5 years of providing administrative support to executive(s) in a fast paced environment

Self-starter who anticipates needs and has a sharp eye for detail.

Demonstrates the ability to function with a high degree of initiative and ability to handle and discern the importance and urgency of multiple high priority tasks concurrently.

Interpersonal skills to communicate and work collaboratively with all levels of management and staff.    

Preferred:

Bachelor’s degree

IT Background and/or experience supporting IT Department

Experience with document management systems such as iManage or Net Documents

Ability to accurately type 50 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

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