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Administrative Assistant

Chicago, Illinois

Description

Company Description

Founded in 1966, Heitman LLC is a global real estate investment management firm with approximately $44 billion in assets under management. Heitman’s real estate investment strategies include direct investments in the equity or debt capitalization of a property or in the securities of listed and publicly traded real estate companies. Heitman serves a global client base with clients from North American, European, Middle Eastern and Asia-Pacific institutions, pension plans, foundations and corporations and individual investors. Headquartered in Chicago, with additional offices in North America, Europe, and Asia-Pacific, Heitman’s more than 325 employees offer specialized expertise – from a specific discipline to local insight.

Job Description

Heitman is in search of an Administrative Assistant for our Chicago-based headquarters. Specifically, we are seeking a pro-active, highly organized, customer service oriented professional to support our Chief Technology Officer and Chief Financial Officer.  The position will provide comprehensive support including calendar management, arranging travel itineraries and preparing expense reports. This role will also be responsible for event planning, fielding telephone calls, receiving and directing visitors, word processing, creating spreadsheets and presentations, and filing. Exceptional organizational skills and communications skills as well as extensive software skills are required.

The responsibilities of an Administrative Assistant include, but are not limited to:

  • Arranging domestic and international travel plans and itineraries, and compiling documents for travel related meetings
  • Handling submissions of expense reports from start to finish
  • Complex calendar management including being mindful of daily schedules and agendas, and anticipating actions required to maintain efficiency
  • Organizing and maintaining an electronic file system, and filing correspondence and other records
  • Answering and screening incoming calls and correspondence and responding independently when possible for assigned executive(s)
  • Serving as an event manager when necessary, coordinating logistics, travel, timelines and schedules for both external and internal events
  • Managing onsite meetings and conference calls, preparing agendas, reserving and preparing facilities; details include:
      • Logging visitors with building security
      • Booking the meeting room (sometimes at an offsite location)
      • Ordering food and drinks
      • Coordinating with FedEx/UPS to send printed books to offsite meeting
  • Preparing agendas, notices, minutes and assisting in the preparation of presentations
  • Distributing incoming and outgoing mail and coordinating the pick-up and delivery of express mail services (FedEx, UPS, etc.)
  • Coordinating office equipment maintenance and assisting in the ordering, receiving, stocking and distribution of office supplies
  • Assisting with special projects as required

Qualifications

  • 5-10 years of executive level administrative support
  • Strong interpersonal skills
  • Excellent communicator with strong writing skills
  • Well-organized, detail oriented and deadline driven
  • Enjoys working in a dynamic team environment
  • Ability to prioritize tasks and handle ambiguity
  • Enjoys working both independently and as part of a team with professionals at all levels
  • Ability to work efficiently in a fast-paced team setting
  • Strong time management skills and ability to manage multiple projects in a fast-paced environment
  • Excellent computer skills (PowerPoint, Excel, Word, MS Outlook, etc.)

Additional Information

Interested professionals should apply via our website at www.heitman.com. Please make sure to select “careers” under the About tab to submit your cover letter and resume. If you are a Heitman employee, please make sure to apply using your Heitman email address.

Equal Employment Opportunity: Heitman is an equal employment opportunity employer and complies with all applicable laws prohibiting discrimination based on race, color, creed, religion, sex, age, national origin or ancestry, physical, medical or mental disability or condition (including, without limitation, HIV and AIDS), developmental disability, handicap, denial of family and medical care leave, denial of pregnancy leave, domestic partner status, status as a victim of sexual or domestic violence (or familial relationship to such victim), veteran status, marital status, sexual orientation, arrest records, citizenship status, criminal history that has been expunged, unfavorable discharge from the military, or any other basis protected by federal, state or local laws.