Administrative Specialist

Job Locations US-WI-Green Bay
Job ID
2018-2043
Category
Consulting

Overview

Under the direction of the office manager, an Industry or Service Leader, or Performance Coach the Administrative Specialist provides either administrative support for a designated practice group or service line or technical expertise for a key administrative function, frequently performs chargeable client work, and provides on an on-going basis back-up and support for other administrative positions to ensure efficient flow of work, in accordance with company policies and procedures.

Responsibilities

  • Developed a specialized knowledge and software proficiency in specific practice groups and/or service lines.
  • Create, proof, edit, and correct documents, memos, and letters for Partners and associates, ensuring timeliness.
  • Coordinate seminars and group presentations, to include handling reservations, travel arrangements, food services, etc. Follow up directly with clients in regard to products and services.
  • Provide administrative support to the designated practice groups and/or service lines to ensure deadlines are met, while maintaining a positive, collaborative work environment.
  • Produce high quality work in compliance with work processing guidelines and firm standards, including proofreading and report compilations. Follow-up proactively as necessary.
  • Develop and demonstrate a general knowledge of the firm’s products and services. Communicate proactively with associates and clients. Prioritize deadlines as necessary.
  • Assist in the assembly of reports, ensuring accuracy and timeliness.
  • Assist other administrative staff with overflow work.
  • Filing
  • Entering firm expenses
  • Handling facsimiles
  • Scheduling conference rooms and handling hospitality arrangements
  • Train associates on advanced administrative functions and software in the area of
  • their specialty and/or other admin functions.
  • Coordinate and delegate workflow for other administrative associates, ensuring an efficient flow.
  • Administrative processing of client invoices
  • Maintaining the research library
  • Backing up Receptionist and Office Assistant duties

Qualifications

Minimum Education Requirements

Requires a High School Diploma or an equivalent combination of education and experience

An Associate Degree in Administrative Support is preferred

 

Certification and Licensing

Requires a valid driver’s license

 

Previous Experience

Requires three to five years of job related experience with a high school education, or less than three years of job related experience with an Associate Degree

 

Specific experience required

Requires intermediate proficiency in Microsoft Outlook and Word, and a basic knowledge of Excel and PowerPoint

 

Experience preferred but not required:

Experience with a multi-line telephone system and a variety of office machines

Experience in a professional services work environment

Experience training and work delegation

Administrative experience in a specific industry line

 

Abilities:

Ability to plan, prioritize, and organize work effectively

Ability to balance many projects simultaneously

Ability to work under pressure and time deadlines

Ability to use and learn additional software programs and train associates in their use

Ability to work with a diverse group of clients and associates while maintaining a positive attitude towards work, the team and the firm

Ability to present a professional appearance and demeanor

Ability to effectively operate a variety of office machines, to include a PC, telephone, copier, fax, etc.

Ability to be flexible with scheduling to meet workflow demands

 

Communication

Clear, concise verbal and written communication skills and accurate grammar usage

Advanced verbal and written communication skills

 

Technology:

Proficient in Word and Outlook and basic knowledge of Excel and PowerPoint

 

The recruiting team member guiding you through this process is Jane Welch, and you can find her on LinkedIn here. She is based in our Madison, WI office and looks forward to guiding you through this process.

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