CAREERS
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Admin and Support Services
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77706 Requisition #

Omnium Business Services – Chicago, IL

Position Description Position Title: 


Executive Assistant & Project Manager


Reporting To: Omnium Business Services Location: Chicago, IL


Duties and Responsibilities Administrative Support

• Provides administrative support to senior managers and other partners in the department.

• Handles and confirms travel arrangements and processes travel expense reimbursements

• Schedule and arrange onsite meetings and other minor event planning duties (e.g. meeting invites, room set-up, AV and catering)

• Greet or assist clients and/or vendors


• • Maintains client confidence and protects operations by keeping information confidential. New Hire Onboarding

• Importing candidate profile information into the Candidate Tracker

• Maintain candidate updates within The Tracker

• Track onboarding tasks for all candidates.

• Provide updates to appropriate stakeholders of any changes. 

  • Raise any issues/ concerns to Hiring Manager

• Maintaining the office condition and arranging necessary repairs

• Set-up new hire desks and clean-out terminated partner desks. Facility Management

• Maintaining the office condition and arranging necessary repairs

• Oversee office operations and procedures

• Manage contract and price negotiations with office vendors and service providers

• Coordinate with IT department on all office equipment

 Coordinate with Building Engineers on all facility-related issues

• Assists with supply ordering

• Provide general support to visitors

• Plan in-house activities

• Partner with HR to update and maintain office policies as necessary Space Planning

• Manages space requests. The space planner will be internal client-facing and will work autonomously to identify, coordinate and plan space.

• Coordinates with different shared service groups and personnel on move requests.

• Understands and is able to execute move coordination (equipment and people) as well as vendor management.

• Ability to maintain Inventory management.

  • Coordinates space tracking and updates maps.

• Oversees and coordinates pending construction projects.

• Any other activities as directed by the Manager, Facility Project Management or Building Representatives.

Qualifications


• Works both independently and as part of a multi-functional team.

• Strong organizational planning and understanding of project management concepts.


• Ability to handle multiple projects at one time.

• Excellent interpersonal effectiveness and communication skills (written and oral). • Proficient in MS Word, Excel, PowerPoint, SharePoint

• High energy level and ability to work in a fast-paced environment

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Northern Trust is committed to working with and providing reasonable accommodations to individuals with disabilities. If, because of a medical condition or disability, you need a reasonable accommodation for any part of the employment process, please email our HR Service Center or call 1-800-807-0302 (North America), +630-276-5353 (Asia Pacific), 1800-425-0333 (India), +44(0)207 982 4357 (Europe, Middle East and Africa) and let us know the nature of your request and your contact information.

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