This job is closed
We regret to inform you that the job you were interested in has been closed. Although this specific position is no longer available, we encourage you to continue exploring other opportunities on our job board.
Heitman Co - Chicago, IL
posted 3 months ago
About the position
The Administrative Assistant for the Acquisitions group at Heitman will provide comprehensive administrative support to multiple senior leaders. This role requires exceptional organizational and technical skills, as well as the ability to interface with various levels of management, staff, clients, and vendors in a fast-paced environment. The ideal candidate will be highly organized, service-oriented, and an expert multi-tasker, ensuring the smooth operation of day-to-day workflows and supporting the needs of executives.
Responsibilities
- Manage calendars, coordinate meetings, and arrange travel with high attention to detail.
- Anticipate the needs of leaders while maintaining day-to-day workflow.
- Arrange detailed domestic travel plans and itineraries, and compile documents for travel-related meetings.
- Handle submissions of expense reports for assigned directors from start to finish.
- Answer and screen incoming calls and correspondence, responding independently when possible.
- Organize and plan team events by coordinating logistics, travel, timelines, and schedules for both external and internal events.
- Prepare records such as agendas, notices, minutes, and assist in the preparation of investment briefs and presentations.
- Distribute incoming and outgoing mail and coordinate the pick-up and delivery of express mail services.
- Assist with special projects as required.
Requirements
- Minimum of 3 years of executive level administrative support or coordinator experience.
- Proven experience as an Executive Assistant in a fast-paced environment.
- Excellent listening and analytical skills with clients, internal and external.
- Ability to think independently and act with appropriate judgment.
- Evidence of working collaboratively with teams.
- Strong written and oral communication skills.
- Strong interpersonal skills - high energy, creative, enthusiastic, results-oriented, self-starter, motivated with a positive attitude.
- Strong organization, detail-oriented, and time management skills.
- Proven ability to multitask and support multiple executives.
- Excellent computer skills (PowerPoint, Excel, Word, MS Outlook, etc.).
