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Administrative

Lewisville, Texas | Contract To Hire

Post Date: 08/18/2017 Job ID: 4545 Industry: Admin

KEY RESPONSIBILITIES

General Administrative – Travel & Expenses, Calendar Management, Client Invoice, Vendor Billing
  • Manage calendars and schedule meetings/events (restaurant/space reservations, reserve conference rooms, book conference calls, set video conferencing arrangements, arrange catering, on-site administrative support during meetings (meeting agenda, supporting materials and office supplies, etc.))
  • Work closely and effectively with the MD/Dir to keep him well informed of upcoming commitments and responsibilities, following up appropriately
  • Assist with general office support, including hoteling, office supplies ordering, etc.
  • Effectively prepare weekly time and expense reports as required; follow policies and procedures, resolve auditor inquiries and engagement code reclassifications, as well as assist with Amex expense reconciliation
  • Assist with travel arrangements maintain travel profiles, make bookings, prepare itinerary, coordinate last minute changes (flights, car, hotel, team communications), mapping or providing direction, support in handling passport and visa issues; effectively use firm travel tools/contacts
  • Apply firm branding and correspondence guidance to format/edit letters, reports, and correspondence from draft to client-ready stage; become knowledgeable of firm mailing/delivery processes
  • Collaborate with colleagues to determine and recommend most cost-effective solutions for completing tasks
  • Assist with onboarding new hires into the Segment/Region
  • Assist with processing vendor and/or client invoices
  • Effectively use the firm’ s core technology applications, as well as develop/demonstrate solid knowledge of firm wide and practice-specific tools, processes, and databases, including MS Word, Excel, PowerPoint, Skype, SharePoint, Outlook, Time & Expense, MSLens/One Drive, PeopleSoft, etc.  Position oneself as knowledge resource in one or more of these programs and be requested to train others who are less skilled
  • Order gifts/flowers for team or client life events as needed

Sales Pursuit or Engagement Support

·         Create and manage the Sales report for the practice and respond to leadership requests around pipeline

·         Facilitate engagement setup process, including review and modification contract set-up

·         Create and manage the Sales report for the practice and respond to leadership requests around pipeline

·         Assist Proposal Managers in gathering firm-wide information (resumes, case studies, etc.) needed for proposals or RFPs

·         Proofread/edit documents/client letters, briefing papers, reports and presentations

·         Coordinate/assist with client invoicing

·         Assist with shipping packages; courier/overnight to client locations or residential addresses (coordinate with Office Services as needed)
  • With guidance, may manage certain administrative aspects of client engagements

·         Assist with conflict checks/PIFs/PAFs  

·         Support with weekly internal staffing calls and manage filing resource needs
  • In coordination with Office Services, oversee production requests (including, copying, printing, faxing, binding, etc.)

·         Assist with contract execution and manage ongoing contractor relationship/billing, etc.

Knowledge Management & Records/Storage Management

·         Conduct basic information searches (e.g., via internet, internal sites, etc.)

·         Maintain contacts, distribution lists (as needed)
  • Maintain documents on appropriate file repositories, learn and adhere to  records retention policies
  • Maintain, retrieve and secure working papers, files and other documentation as requested, in accordance with current records management policy, procedures and best practices

·         Proactively manage document retention issues 

Special Projects

·         Oversee projects from inception to completion

Education
  • Associate' s degree in a related discipline or equivalent work experience

Experience
  • 3-5 years of administrative support experience, preferably including 3-4 years in a top-tier professional services firm; familiarity with PeopleSoft and/or CRM systems a plus.

Required Skills
  • Able to prioritize conflicting needs; handles matters expeditiously, proactively, and follows-through on projects to successful completion, often with deadline pressures
  • Strong analytical / organizational skills and creative problem solving skills 
  • Able to communicate, collaborate and contribute positively across a matrixed organization
  • Effective interpersonal and communication skills (verbal and written); able to interface with personnel at all levels
  • Skillful attention to details and self-assurance of quality of work performed
  • Proactively leverage and share knowledge with colleagues
  • Receive limited supervision, more often work independently
  • Highly proficient Word, Excel and PowerPoint
  • Willingness and ability to work the hours necessary to complete assigned work

Personal Qualities
  • Clear fit with (and champion of) firm culture and values
  • Skillful attention to details and self-assurance of quality of work performed
  • Ability and motivation to work independently with minimal supervision, to work efficiently and manage time appropriately
  • Adaptable work-style with the ability to move fluidly between priorities

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