| Company: | Harris Associates L.P.
Chicago, IL |
| Job Location: |
Chicago, IL (Cook County) |
| Employment Type: | Full Time |
| Department: | International |
Description: |
Summary:
This position is primarily responsible for providing administrative and secretarial support to the Chief Investment Officer-International. In addition, this position will be responsible for a number of International Department Team (Team I) items and providing occasional back-up to other Administrative staff on the team. This position requires impeccable attention to detail and the ability to juggle multiple tasks in an efficient and organized manner. Initiative, independent judgment, and flexibility are key in performing the required duties. This position will require a high level of expertise in Microsoft Products and travel coordination, as well as working knowledge of investments/financial services.
The work entails dealing with various levels of staff within the firm and with external clients and therefore requires exercising a high degree of discretion and tact in all communications and matters.
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Duties: |
Duties & Responsibilities
•Make travel arrangements for the CIO. This entails: working through travel agent, brokers and/or hotels to secure flights, hotel accommodations, and ground transportation. This also, includes preparing itineraries and making necessary changes as plans evolve on an ongoing basis.
•Collects materials for meetings with companies, clients and intermediaries; confirms meeting details to pertinent participants, coordinates and packages shipments of meeting materials.
•On a daily, on-going basis, screens all calls and prioritizes messages. This requires the ability to communicate well with all incoming callers to determine the nature of the call. When appropriate, refers calls to other key personnel which require knowledge of their expertise.
•Anticipates daily needs and takes a proactive approach in managing daily tasks
•Schedules appointments, coordinates meetings, and reserves/sets up conference rooms for meetings, arranges for refreshments, greets attendees, and clears room after meetings.
•Composes letters, memos and general correspondence and prepares all expense reports.
•Assists with Team I group functions: attendance, business resumption, Team I trips and lunches/dinners, and gifts.
•International Meeting coordinator:
oMonitor broker meeting requests. Coordinate with Team I members and brokers, reserve conference rooms, and handle calendaring.
oMaintain broker meeting log.
•Oversees the supplies for Team I and keeps appropriately stocked.
•May be asked to perform personal tasks to support the CIO as well.
•Performs a variety of other miscellaneous project and administrative functions as assigned.
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Qualifications: |
Qualifications Required:
•Minimum of 10 years Executive Assistant experience for a corporate Senior Executive or Senior Partner, preferably with in the mutual fund, investment advisory, or general financial services industry.
•Undergraduate degree or equivalent work experience.
•Must have the ability to communicate effectively with all levels within the organization in a professional and service oriented manner.
•Willing to accept change and be able to manage conflicting priorities, juggle multiple tasks and requests in a mature and calm manner.
•Must work effectively under pressure and with frequent interruptions.
•Possesses excellent organizational, analytical, mathematical and communication (verbal and writing) skills.
•Must be articulate, conscientious, flexible, and trustworthy.
•Use initiative and exercise independent judgment establish and maintain effective working relationships with staff throughout the firm.
•Excellent PC skills including a high level of expertise with Outlook, Word, Excel and the ability to access information from the internet.
Special Requirements:
•The hours of this position are 7:00am – 3:00pm, with some flexibility required. Necessary to work around the CIO’s schedule which sometimes requires working through lunch and staying until the job is completed. Very important to be available at all times during the day and stay close to the desk.
Key Organizational Relationships:
•This position requires interacting with individuals at all levels within the firm as well as with outside clients in a professional and confidential manner.
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