Marketing Administrative Assistant

• Provide comprehensive administrative support to the CMOs, ensuring efficient management of their schedule, including coordinating meetings, appointments, and travel arrangements.
• Act as the first point of contact for the CMOs, handling correspondence, screening calls, and managing communications with internal and external stakeholders.
• Prepare and edit correspondence, communications, presentations, and other documents on behalf of the CMOs.
• Schedules and prepares for meetings, videoconferences and conference calls for CMOs, including arranging and updating meeting space, A/V needs, and preparing and distributing meeting agendas, materials, and minutes.
• Organize and manage logistics for departmental meetings, conferences, and special events, including venue selection, catering, and technical requirements
• Maintains global marketing calendar available to all offices and the Marketing Administration calendar for department-wide meeting management.
• Maintains department documents, including phone lists and organization charts.
• Maintain department staff documentation and supports updates to the department intranet page, including “whom to call” charts, email distribution lists, and department organization chart.
• Edits documents and presentations, proofreads copy for spelling, grammar and layout, utilizing document processing and proofreading group when needed; distributes files to others.
• Maintain comprehensive and organized electronic and physical filing systems.
• Process invoices and expense reports, ensuring timely reimbursement and payment using Chrome River.
• Covers phone and/or scheduling for functional directors in Chicago, handling messages and routine questions; serves as out of office contact for all functional directors, routing requests to the appropriate person.
• Assists in maintaining a department resource that addresses frequently asked questions, department standards and best practices.
• Assist with holiday and service awards, including coordinating weekly anniversary acknowledgement for Marketing staff.
• Greets visitors and meeting guests in Chicago.

To perform this job successfully, an individual must be able to perform the Duties and Responsibilities (Duties) above satisfactorily and meet the requirements below. The requirements listed below are representative of the minimum knowledge, skill, and/or ability required. Reasonable accommodations will be made to enable individuals with disabilities to perform the essential functions of the job. If you need such an accommodation, please email staffrecruiting@sidley.com (current employees should contact Human Resources). 

Education and/or Experience: 

• High School graduate or equivalent
• Strong competency in Microsoft Word, Excel, PowerPoint, Outlook
• A minimum of three years of experience in an administrative/executive assistant role
• Demonstrated ability to manage projects and competing priorities effectively
• Excellent proofreading skills
• Excellent grammar and punctuation

Preferred:

• College degree preferred
• Experience with Microsoft Visio
• Experience with a Document Management System
• Ability to accurately type 55 words per minute

Other Skills and Abilities:

• Strong organizational skills
• Strong attention to detail
• Good judgment
• Strong interpersonal communication skills
• Strong analytical and problem-solving skills
• Able to work harmoniously and effectively with others
• Able to preserve confidentiality and exercise discretion
• Able to work under pressure
• Able to manage multiple projects with competing deadlines and priorities

Sidley Austin LLP is an Equal Opportunity Employer