Administrative Assistant

Job Description

We’re looking for a passionate, proactive, and organized Administrative Assistant to work with our Senior Operations Leaders, to provide comprehensive senior-level administrative support.

You’ll play a pivotal role in maintaining effective communication, managing leadership calendars, coordinating travel arrangements, managing local onsite meetings, and handling confidential information with the utmost discretion.

You’ll plan leadership meetings, working with the Senior Operations Leaders and their team to design agendas, brief participants, prepare and collate materials, and you’ll attend meetings, take notes, and follow up on action items.

Responsibilities

Comprehensive Administrative Support : Provide senior-level administrative support to our Senior Operations Leaders and other senior leaders.

Manage and maintain leaders’ schedules, including organizing meetings and appointments.

Travel Coordination : Coordinate complex travel arrangements, including flights, accommodations, and ground transportation for leaders.

Prepare detailed itineraries and travel packets to ensure seamless business trips.

• Confidential Information : Handle confidential information with the utmost discretion and maintain a high level of confidentiality in all interactions.
• Meeting Facilitation, Planning and Coordination : Plan and coordinate leadership meetings, collaborating with leaders to design agendas and prepare materials.

Brief meeting participants in advance and ensure the availability of necessary resources. Provide support in terms of on-site meetings in Chicago for Technology and Operations teams.

Meeting Attendance and Follow-Up : Attend meetings, take comprehensive notes, and follow up on action items to ensure timely completion.

Consolidate and distribute meeting summaries and key takeaways.

• Initiative and Proactivity : Anticipate the needs of the Leadership team, proactively identifying opportunities to streamline processes and enhance efficiency.
• Team Collaboration : Collaborate with other administrative assistants and support staff to ensure cohesive and efficient operations.

Foster a positive and collaborative working environment within the support team.

Qualifications

Who are we looking for?

You are a dynamic and proactive individual who can handle multiple responsibilities, maintain a high level of organization, and demonstrate strong communication skills while supporting leaders in their day-to-day operations.

Passionate about problem-solving and multi-tasking? Absolutely!

You know how to make things happen, working across functions and geographies to deliver solutions. You understand the unique challenges of engaging virtually and can connect the dots of a matrixed organization.

You think outside the box and are on a continuous mission to improve and enhance.

• 5 years of relevant experience, at least 2+ of which have been as an Assistant at senior leadership level
• Proven experience managing complex calendars, scheduling meetings, and coordinating appointments, including dealing promptly with changes and clashes.
• Experience in coordinating travel arrangements, including booking flights, accommodations, and managing itineraries for leaders.
• Background in planning and coordinating meetings, including preparation of agendas, materials, and follow-up on action items.
• Ability to multi task and prioritize activities effectively under aggressive timelines, while ensuring an elevated level of accuracy and attention to detail.
• Solutions focused, with the ability to execute and deliver outcomes at pace, thriving in rapidly changing situations and making decisions with incomplete information.

Additional Information

Our Benefits

• Flexible working environment
• Volunteer time off
• LinkedIn Learning
• Employee-Assistance-Program (EAP)

About NIQ

NIQ is the world’s leading consumer intelligence company, delivering the most complete understanding of consumer buying behavior and revealing new pathways to growth.

In 2023, NIQ combined with GfK, bringing together the two industry leaders with unparalleled global reach. With a holistic retail read and the most comprehensive consumer insights delivered with advanced analytics through state-of-the-art platforms NIQ delivers the Full View™.

NIQ is an Advent International portfolio company with operations in 100+ markets, covering more than 90% of the world’s population.

For more information, visit NIQ.com

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Our commitment to Diversity, Equity, and Inclusion

NIQ is committed to reflecting the diversity of the clients, communities, and markets we measure within our own workforce.

We exist to count everyone and are on a mission to systematically embed inclusion and diversity into all aspects of our workforce, measurement, and products.

We enthusiastically invite candidates who share that mission to join us. We are proud to be an Equal Opportunity / Affirmative Action-Employer, making decisions without regard to race, color, religion, gender, gender identity or expression, sexual orientation, national origin, genetics, disability status, age, marital status, protected veteran status or any other protected class.

Our global non-discrimination policy covers these protected classes in every market in which we do business worldwide. Learn more about how we are driving diversity and inclusion in everything we do by visiting the NIQ News Center : https : / / nielseniq.

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