Executive Assistant

The Organization
The Position
Kaufman, Hall & Associates, LLC, is seeking an Executive Assistant. The Executive Assistant (EA) will provide diversified administrative support to multiple Managing Directors (MD) across the firm. The role will cover a wide range of responsibilities including calendar management, travel planning, expenses, meeting logistics, and event planning. In addition, the EA may also be expected to assist in client meeting preparation and editing of client presentations and materials. Overall, the ideal individual will have a strong understanding of firm’s organizational policies, procedures and practices and will ensure the Practice Leaders and Managing Directors are operating in the most efficient and organized manner. The EA will serve as a highly professional representative of the firm and its leaders, comfortable interacting with senior level executives on a regular basis.

• Manage the day to day of MD calendars and schedules, resolve conflicts, and ensure effective time management
• Coordinate, anticipate, strategize, and prioritize tasks to streamline executives' schedules
• Support scheduling and logistics of MD meetings, including room booking, catering, technical needs, agendas, etc.
• Attend/facilitate meetings as needed to capture notes and track action items
• Assist executives with the preparation, composition, and editing of all types of communication, including agendas, meeting minutes, presentations, etc.
• Ensure all communication materials are professional and support executive needs
• Manage travel arrangements in compliance with firm policies and procedures, creating detailed itineraries to maximize productivity during MD travel
• Prepare, reconcile, and submit monthly expense reports using Nexonia, and serve as a point of contact for Accounting
• Collaborate with MD to understand priorities and ensure deadlines are met
• Demonstrate knowledge and support of firm-wide and service-line specific tools, processes, and databases
• Optimize daily operations for executives and self, focusing on increasing efficiency and improving organizational workflows
• Develop strong relationships with internal and external clients, acting as a trusted advisor to the executives
• Coordinate and support employee engagement initiatives within the department and across the enterprise Administrative Services team
• Effectively utilize Kaufman Hall’s core technologies including Word, Excel, Power Point, Share Point, Outlook, Zoom, Teams, and Salesforce
• Provide ad hoc project support when needed

Qualifications
In addition, the successful candidate will possess the following:

• At least five years of experience supporting multiple executives in a corporate or professional services setting
• Excellent oral and written communication skills, with strong email etiquette
• Ability to perform effectively in a fast-paced environment, managing multiple projects and competing priorities
• Exceptional organizational and project management skills with precise attention to detail
• Demonstrated maturity and ability to effectively interact with senior management, team members, and external partners
• Proven ability to thrive in both small and large collaborative team environments
• Strong responsiveness and proactive approach at all times
• Proficiency in Microsoft Office Tools, Zoom, Teams, Share Point, and Salesforce
• Self-starter with an entrepreneurial mindset
• Highest degree of integrity and a flawless record of maintaining confidentiality
• Applicants for employment must have work authorization that does not now or in the future require sponsorship of a visa for employment authorization in the United States and with Kaufman Hall (i.e., H1-B visa, F-1 visa (OPT), TN visa or any other non-immigrant status)

Physical Requirements

• Must be able to perform essential duties satisfactorily with reasonable accommodations
• Work is generally done sitting, talking, hearing, and typing. Visual acuity to use a keyboard, prepare and analyze data and figures; transcribing, viewing a computer terminal; extensive reading

Work Environment

• Travel Required: 0-10%
• This role is based in Chicago, with an expectation to be in the office three days a week and whenever your MD is on-site
• Work is regularly performed in a hybrid work arrangement, and routinely uses standard office equipment

Kaufman Hall is committed to providing equal opportunity for all employees and applicants. We recruit, hire, train, promote, pay, and administer all employment actions without regard to actual and also perceived or assumed protected group status as defined by law of an individual or that individual’s associates or relatives. Our policies and the law prohibit employment discrimination against any employee or applicant on the basis of any legally protected status.

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