Harbor
is seeking an
Administrative Assistant
to join our growing company. Specifically, we are seeking a pro-active, highly organized, customer service oriented professional to support multiple executives within Harbor’s Go to Market team, while working in a hybrid setting out of our Chicago, IL office. This position requires the selected individual to work in the Chicago office 3 days per week.
Responsibilities:
Provide administrative support in the following areas, but not limited to: Support receptionist duties in our Chicago office (collecting mail, office maintenance, etc.)
- Maintain a clean and organized office space including the front office, kitchen, and supply rooms.
- Maintain kitchen and office inventory, order supplies as needed while paying attention to cost savings.
- Be in-office contact for events and last-minute requests.
- Assist the Admin team with coordinating logistics, monitoring communication traffic, and ensuring smooth facilitation and execution of remote and local meetings and events, including setup, catering, facilities, building access, technology, etc.
- Provide daily support to multiple executive leaders.
- Responsible for making travel arrangements and accommodations (often complex and multi-leg bookings), including managing last-minute changes, extensive domestic and international travel arrangement, and other related logistics.
- Support busy, and frequently changing calendars via Outlook, help to set up meetings with clients, peers, and vendors across multiple time zones and globally.
- Demonstrates a proactive approach to tasks and responsibilities.
- Utilize PowerPoint and Excel to update presentations, reports, etc.
- Process and manage expenses and time entries for key executives, as needed.
- Use appropriate judgment and knowledge of firm policies, when sharing sensitive information and maintaining appropriate confidentiality.
- Edit, proofread, and redline documents and correspondence for accuracy, grammar, and formatting.
- Document production includes proofreading documents for punctuation, grammar, typographic errors, with strong attention to detail, and drafting simple letters.
- Support in special projects and/or client and company related work (RFPs, proposals, conferences, presentations, All Hands companywide meetings, etc.)
- Prep and organize conference materials for pre- and post-events.
Qualifications:
- Bachelor’s Degree would be an asset.
- Requires a minimum of 3+ years' administrative experience, preferably in a professional services environment and having supported multiple executive-level individuals.
- Highly proficient with excellent knowledge of Microsoft Office applications, Excel, PowerPoint, Outlook, and Word are necessary.
- Demonstrates strong attention to detail with robust administrative follow-up and follow-through, as well as enthusiasm and self-motivation.
- Possessing strong organizational skills and the ability to prioritize under pressure, with meticulous attention to detail.
- Strong written and verbal communication skills.
- Capable of handling highly confidential and sensitive information.
- Exhibits a solution-orientated approach and maintains a positive attitude and keen interest in development.
- Ability to multi-task in a fast-paced environment and adapt to last-minute changes with flexibility and anticipation.
About Us:
Harbor is the preeminent provider of expert services across strategy, legal technology, operations, and intelligence. Our globally integrated team of 800+ strategists, technologists, and specialists navigate alongside our clients – leading law firms, corporations, and their law departments – to provide essential resources and invaluable insights. Anchored in a rich heritage of deep knowledge, steadfast relationships, and mutual respect, our unwavering dedication lies in shaping the future of the legal industry and fostering enduring partnerships within our community and ecosystem.Harbor is an equal opportunity employer.
All qualified applicants will receive consideration for employment without regard to race, ethnicity, color, religion, sex, sexual orientation, gender identity, marital status, civil union status, national origin, ancestry, age, parental status, disabled status, veteran status, or any other legally protected classification, in accordance with applicable law.
