Status: Full time, exempt

Schedule: M-F, 8.30a.m. 4.30p.m. including occasional evening and weekend work based on business needs/position requirements.

Direct reports: None

Start date: ASAP

Location: Chicago, IL, USA

About us:

Everything we do is about the IES Abroad student. Our profoundly passionate team of study abroad professionals believes in creating once-in-a-lifetime educational adventures that transcend expectations. Our goal is to rock the world of some 8,000 study abroad students every year.

From our headquarters in Chicago to our 140+ study abroad programs in 85 global locations worldwide, we create authentic global education and life-affirming cultural experiences. We work at IES Abroad because we believe that every student should have the opportunity to go abroad - especially in a fun, safe, and superior academic and cultural environment.

We believe so strongly in the power of our program, that we actively recruit students from diverse populations and provide more than $4 million in scholarships year after year. We are proud that our students are as diverse and exciting as the countries we study.

We're not ashamed to admit, we're a little bit obsessed with study abroad.

Summary of position:

The Administrative Assistant will work on a variety of administrative assignments. This position provides a high degree of support to the President/CEO and the Vice President for Strategy, New Business Initiatives and Analytics (VP) in the President's Office and performs daily functions that pertain to scheduling, correspondence, and administrative coordination in general. This position serves as the front line for incoming inquiries into the President's Office. The Administrative Assistant will assist in coordination of various internal and external meetings and make travel arrangements for the President and the VP. This person is expected to execute all tasks with a high degree of accuracy, paying close attention to detail, and must demonstrate tact, professionalism and excellent customer service skills. This person also must assume initiative, highly respect confidentiality, and efficiently and accurately handle multiple tasks under pressure. The Administrative Assistant is expected to ensure that the President and VP are able to make the most strategic and effective use of their time by successfully managing their calendars with extreme attention to detail; this includes ensuring that the President and VP have all necessary meeting materials for all meetings.

Essential job responsibilities & duties:

• Coordinating the President's and the VP's calendars, including balancing and resolving conflicting priorities;
• Managing and coordinating a variety of general office duties including copying materials, preparing mailings, expediting correspondence, and running errands as necessary;
• Updating and maintaining the President's and the VP's business contacts and contact lists;
• Managing complex electronic scheduling via Outlook;
• Scheduling and making arrangements for standard monthly conference calls, meetings, and lunches;
• Organizing and maintaining confidential files and records;
• Screening mail and handling routine mail on own initiative;
• Preparing standard and individualized letters and memos on behalf of the President and the VP;
• Responding to routine correspondence on own initiative or drafting responses for manager approval;
• Making domestic and international travel arrangements for the President and the VP and researching international travel requirements;
• Preparing check requests and completing expense reports including complex international travel reports;
• Assisting the President's Office in tracking and properly coding expenses incurred by the President's Office;
• Representing the President's Office by answering a variety of questions from various constituencies;
• Managing the President's Office Intranet page, including updating necessary information when needed;
• Performing other related duties as required or assigned.

• Meeting Planning and Coordination:

Under supervision, the Administrative Assistant will provide administrative assistance in organizing regular meetings for a variety of constituents for the All Staff Meeting, Center Directors' Meeting, Academic Council and Curriculum Committee meetings, Board of Directors meetings, and Annual Conference. Responsibilities include:

• Sending routine correspondence, including necessary travel logistical polls;
• Under supervision, collect, track, and organize materials to be distributed in advance of the meetings, including binders of information for the Board of Directors
• Under the supervision, compile meeting materials into an appropriate format for each meeting;
• Drafting correspondence to meeting attendees to share important logistic information;
• Providing day-of support, including set-up and break-down of meeting materials such as AV and technical equipment, meeting handouts, and notes, and assistance of catering setup and cleanup as needed;
• Assist the President in successfully building accurate meeting presentations;
• Taking meeting minutes as requested;
• Under supervison, process and accurately code expense reports, payments, and reimbursements in a timely manner with close attention to detail; and
• Assisting with any other meeting task or duty as assigned.

Experience & Qualifications/Skills:

• Bachelor's degree required or the equivalent combination of education and experience from which comparable knowledge and abilities can be acquired;
• Minimum of 1-3 years of relatable administrative experience, including the ability to work independently and collaboratively in a fluid organizational environment;
• Ability to collaborate and communicate effectively in with others in completing large and complex projects;
• Ability to maintain confidential information with tact and discretion;
• Understanding and appreciating the importance of setting a proper tone for the President's Office;
• Minimum of 3 years of experience with Word, Excel, PowerPoint, Outlook and InternetExplorer;
• Advanced-level experience with Microsoft Outlook, including experience as an owner/publisher of another individual's calendar and contacts;
• Outstanding interpersonal, verbal, and written communication skills appropriate for communicating with both internal and external constituents at all levels;
• Exceptional organizational skills with strong attention to detail, including outstanding skills in record keeping;
• Ability to work with a wide variety of constituents;
• Ability to manage multiple projects;
• Ability to prioritize projects and meet deadlines;
• Ability to work independently and exercise sound judgment;
• Ability to be flexible and highly adaptive to change;
• Ability to multitask and expedite processes;
• Enthusiasm in supporting the mission of IES Abroad; and
• Energetic and ambitious personality.

Preferred Attributes:

• Advanced-level experience with Microsoft Outlook, including experience as an owner/publisher of another individual's calendar and contacts

Education, Licenses and/or Certifications etc:

• Bachelor's degree required or the equivalent combination of education and experience from which comparable knowledge and abilities can be acquired.

Fiscal Responsibilities:

• Responsible for following IES Abroad policies regarding any purchases and/or travel, if required, made via company credit card as well as processing expense reports in a timely and accurate manner.

Physical demands:

• Ability to remain in a seated position for the majority of the day (between 70% -100% of work time) in a workstation.
• Ability to work for extended and continuous periods operating a computer, phone and other office equipment i.e., a calculator, copier, and computer printer (between 70% -100% of work time).
• Need to occasionally move about office to access file cabinets from 10% to 15% of work time.
• Ability to lift or move supplies, equipment, boxes, documents and materials weighing up to 40lbs from 10% to 15% of work time in office.
• Must be able to communicate via phone, email and in-person with IES Abroad employees and other individuals, for the majority of the day (between 70% -100% of work time).

Working conditions/Environment:

• Regular and predictable attendance is an essential function of this position.
• This exempt position may be required to work beyond office hours as defined by the needs of the department and/or organization.
• Must be able to work Mon - Fri from 8:30 a.m. 4:30 p.m. in the Chicago office and have the flexibility to work additional hours occasionally (when and as needed).
• Due to the open plan environment, this workspace may experience varying noise leve
• The workspace is well lit but may not have direct natural light.

Disclaimer:

This job description reflects management's assignment of essential functions; and nothing in this herein restricts management's right to assign or reassign duties and responsibilities to this job at any time. The duties above are not to be considered a complete list of duties and responsibilities assigned to this position.

Application Deadline:

Open until position is filled.

*Please note there is no relocation for this position and only local candidates will be considered. This position is based in Chicago*

No phone calls or emailed status inquiries accepted.

How to Apply:

All applicants should submit an application including cover letter, resume and salary requirements by clicking 'Apply Now' at the right hand side of this page.

Please visit http://www.iesabroad.org/study-abroad/about/employment for more information about working at IES Abroad.

Equal Opportunity Employment:

IES Abroad is an equal opportunity employer and encourages applications from all qualified candidates. We strive to treat people with respect; fully utilizing employee's abilities and promoting workforce diversity.

We are committed to a policy of equal opportunity and do not discriminate on the basis of race, color, religion, sex (including pregnancy), disability, age, national origin, citizenship, gender, gender expression, gender identity, sexual orientation or genetic information or veteran status and/or any other status protected by applicable laws.

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