Receptionist/ Team Assistant Needed- Evanston, IL

Full-time Receptionist/Team Assistant needed for financial company in Evanston. This position serves as first impression for the office to all guests and investors of the firm. In addition to performing all of the reception responsibilities (outlined below), this person will also be responsible for the administrative support of 5 team members and serve as back up for the other Assistant in the firm as needed.

Reception Responsibilities:

• Responsible for answering main phone line (multiple lines), placing telephone calls and notifying appropriate parties of arriving calls, customers or visitors 

• Greet all external visitors, clients and investors
• Provide administrative support such as (not limited to) heavy calendar management (meetings and conference calls) and preparing/processing invoices (expense reports) 

• Assist Human Resources with data entry and scheduling requests (as needed) 

• Assistance with current vendor management (Hotel, Travel, Office Supply) and periodically researching potential new vendor relationships 

• Ordering and maintaining office supplies 

• Act as back-up for Office Manager when necessary 

• Support Department Administrative Assistants when needed 

• Manage outgoing mail with FedEx 

• Manage security badges for access to site 

• Work on other ad-hoc administrative projects (as needed) 


Team Assistant Responsibilities: 


• Book complex domestic and international travel arrangements and deftly manage many changes at a moment’s notice 

• Prepare and process travel and expense reports 

• Monitor, organize and submit invoices / payables to accounting in a timely manner
• Manage monthly payments that need to go out on a given schedule; make
sure all paperwork for the payments is processed in time for them to be dispersed 

• Coordination of meetings and conference calls 

• Help plan the annual team offsite 

• Welcoming and looking after visitors 

• Drafting thank you letters after meetings and/or following up with the relevant individuals on the team to make sure they are taken care of 

• Assist with maintaining various files and records 

• Handle all general calendar management 

• Screening telephone calls, enquiries and requests 

• Printing, compiling, and binding large quantities of presentations and research
• Occasional personal assistant responsibilities 

• Fill in for the other Team Assistant, as needed (and vice versa) 


Qualifications:

• Bachelor’s degree required 

• 1-2 years of previous professional experience working as a receptionist or
administrative assistant in a fast-paced work environment 

• The ability to display, at all times, a friendly, courteous and professional manner in all dealings with all guests and clients 

• Strong organizational, verbal and written communication and interpersonal skills 

• Highly motivated, trustworthy and committed to superior quality work 

• Confident and poised in interactions with individuals at all levels including executive management 

• Detail-oriented, reliable and able to multi-task effectively 

• Professional attitude and appearance 

• Exercise of discretion regarding sensitive/confidential matters 

• Strong work ethic and ability to complete tasks and deliverables under tight deadlines while maintaining flexibility 

• Ability to work independently with strong problem solving skills 

• Ability to prioritize work duties, to anticipate needs and proactively take action 


Minimum Technical Requirements:

Proficient in Microsoft Outlook, Word, Excel, PowerPoint

To apply or for more details, please email info@alteregoconcierge.com.