In-Office Administrative Support Specialist

This Administrative Support Specialist performs various administrative and in-office support duties to ensure associates and guests have a positive experience. This position is based out of the firm’s Chicago office. Works collaboratively with administrative staff, consulting staff, office leaders and other associates to support the firm's initiatives. The qualified individual will be responsible for the following:

• Partner closely with consultants to drive their success by anticipating needs, proactively managing administrative tasks, and ensuring seamless coordination of projects and client interactions.
• Prepare and edit complex and confidential correspondence, communications, presentations and other documents.
• Oversee and manage the billing process to ensure invoices are prepared accurately and sent out on time.
• Collaborate with consultants and Finance to track and collect outstanding receivables efficiently.
• Coordinate and manage calendars with accuracy and timeliness while assisting in the planning and setup of internal and client-facing meetings.
• Arrange travel schedules and reservations as needed, ensuring timely follow-up with accurate expense reporting using Concur.
• Support and back up other administrative team members, as needed.
• Participate in continuing education to maintain leading-edge knowledge and skills in areas of expertise.
• Maintain a continuous improvement mindset with a focus on business operations and workflow.
• Respond to all internal and external inquiries appropriately, professionally and efficiently.
• Coordinate and manage in-office and offsite activities and meetings, including communications, correspondence, scheduling, catering arrangements, supplies, and event logistics.
• Proactively manage office supplies, coordinate maintenance of office equipment, and ensure a clean, organized, and well-functioning office environment.
• Serve as a liaison and lead office renovations, buildouts, closures, parking and building maintenance activities, if applicable.
• Assist with project coordination, reporting or management of firm business lines or initiatives.
• Effectively onboard, offboard, train and mentor other administrative team members.
• Perform highly skilled administrative functions requiring expert-level knowledge and skills for more complex, challenging administrative processes and projects (e.g., billing systems, strategic workflow, etc.).

Knowledge, Skills and Abilities

• Proven knowledge and experience working with Microsoft Word, PowerPoint and Outlook. Basic to Intermediate knowledge of Excel.
• Strong English/grammar knowledge with demonstrated editing and proofreading skills.
• Strong computer and data entry skills.
• Ability to prioritize and manage multiple projects simultaneously and follow through on issues in a timely manner.
• Demonstrated ownership of assigned tasks and dedication and perseverance in getting the job done.
• Acts professionally with integrity and demonstrates accountability for own actions and behaviors.
• Excellent interpersonal skills and the ability to work with clients and colleagues at all levels.
• Exhibits strong communication skills, written and verbal, with the ability to articulate clear expectations and direction.
• Flexibility, adaptability and the ability to work under tight deadlines or changing needs.
• Exceptional client and employee service orientation.
• Demonstrates confidence and ability to work independently and in a group as a strong team player.
• Strong attention to detail and concern for work quality, accuracy and completeness.
• Excellent time management, multi-tasking and organizational skills, and the ability to simultaneously manage and execute several challenging projects or tasks in a high-pressure environment.
• Strong problem analysis and decision-making skills, with the ability to anticipate and proactively address administrative needs of office staff, approach challenges systematically and rigorously, and formulate a logical plan for resolution.
• Demonstrated ability to shift gears on projects comfortably and effectively.

Preferred Qualifications

• Minimum five years of administrative experience, or equivalent education (associate degree or certification in a business-related field preferred).
• Proficiency in Microsoft Office Suite (Word, PowerPoint, Outlook), certification preferred.
• Experience in consulting or other professional service-related firms. Familiarity with the not-for-profit health care industry or compensation consulting is a plus.
• Strong understanding of billing, invoicing and collection processes with a focus on accuracy and efficiency.
• Proficient with Concur travel and expense management software.
• Hands-on experience with HubSpot or similar customer relationship management (CRM) system.

Work Environmnent

This is a full-time in office role, working hours are Monday-Friday, 8-5, with the flexibility to work overtime required. Prolonged periods of sitting at a desk and working on a computer. This position requires working from the office. Must be physically able to perform the essential functions of the job. The address is 200 W Madison, Chicago, IL 60606.

SCH Services, Inc. is an Equal Employment Opportunity/Affirmative Action employer, and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, age, national origin, protected veteran status, disability status, sexual orientation, gender identity or expression, marital status, genetic information, or any other characteristic protected by law or marital status.