Navigants Administrative & Office Services team provides comprehensive, quality administrative and support services to our client-serving and corporate professionals, including Managing Directors through Directors and other rank appropriate professionals. They span a wide range of vital roles, from administrative support to facilities management and office services (including production support, emergency preparedness, and file management/storage, etc.).
The Administrative Assistant role provides dedicated support to client serving Managing Directors/Directors. The Administrative Assistant is expected to have a combination of technical and interpersonal skills. Responsibilities span from general administrative support to support sales opportunities, engagement delivery activities and knowledge management. Will also perform Reception duties in smaller/field office. The Administrative Assistant reports to the Administrative Assistant/Office Lead aligned to the primary segment they support.
General Administrative Travel & Expenses, Calendar Management, Client Invoice, Vendor Billing:Manage calendars and schedule meetings/events (restaurant/space reservations, reserve conference rooms, book conference calls, set video conferencing arrangements, arrange catering, on-site administrative support during meetings (meeting agenda, supporting materials and office supplies, etc.)Work closely and effectively with the MD/Dir to keep him/her well informed of upcoming commitments and responsibilities, following up appropriatelyAssist with general office support, including hoteling, office supplies ordering, etc.Effectively prepare weekly time and expense reports as required; follow policies and procedures, resolve auditor inquiries and engagement code reclassifications, as well as assist with Amex expense reconciliationAssist with travel arrangements maintain travel profiles, make bookings, prepare itinerary, coordinate last minute changes (flights, car, hotel, team communications), mapping or providing direction, support in handling passport and visa issues; effectively use firm travel tools/contactsApply firm branding and correspondence guidance to format/edit letters, reports, and correspondence from draft to client-ready stage; become knowledgeable of firm mailing/delivery processesCollaborate with colleagues to determine and recommend most cost-effective solutions for completing tasksAssist with onboarding new hires into the Segment/RegionAssist with processing vendor and/or client invoicesEffectively use the firms core technology applications, as well as develop/demonstrate solid knowledge of firm wide and practice-specific tools, processes, and databases, including MS Word, Excel, PowerPoint, Skype, SharePoint, Outlook, Time & Expense, MSLens/One Drive, PeopleSoft, etc. Position oneself as knowledge resource in one or more of these programs and be requested to train others who are less skilledOrder gifts/flowers for team or client life events as needed
Sales Pursuit or Engagement Support:Create and manage the NAVSales report for the practice and respond to leadership requests around pipelineFacilitate engagement setup process, including review and modification contract set-upCreate and manage the NAVSales report for the practice and respond to leadership requests around pipelineAssist Proposal Managers in gathering firm-wide information (resumes, case studies, etc.) needed for proposals or RFPsProofread/edit documents/client letters, briefing papers, reports and presentationsCoordinate/assist with client invoicingAssist with shipping packages; courier/overnight to client locations or residential addresses (coordinate with Office Services as needed)With guidance, may manage certain administrative aspects of client engagementsAssist with conflict checks/PIFs/PAFsSupport with weekly internal staffing calls and manage filing resource needsIn coordination with Office Services, oversee production requests (including, copying, printing, faxing, binding, etc.)Assist with contract execution and manage ongoing contractor relationship/billing, etc.
Knowledge Management & Records/Storage Management:Conduct basic information searches (e.g., via internet, internal sites, etc.)Maintain contacts, distribution lists (as needed)Maintain documents on appropriate file repositories, learn and adhere to Navigant records retention policiesMaintain, retrieve and secure working papers, files and other documentation as requested, in accordance with current records management policy, procedures and best practicesProactively manage document retention issues
Special Projects:Oversee projects from inception to completionQualifications
Education:Associate s degree in a related discipline or equivalent work experience
Experience:6+ years of administrative support experience, preferably including 3-4+ years in a top-tier professional services firm; familiarity with PeopleSoft and/or CRM systems a plus.
Required Skills:Able to prioritize conflicting needs; handles matters expeditiously, proactively, and follows-through on projects to successful completion, often with deadline pressuresStrong analytical / organizational skills and creative problem solving skillsAble to communicate, collaborate and contribute positively across a matrixed organizationEffective interpersonal and communication skills (verbal and written); able to interface with personnel at all levelsSkillful attention to details and self-assurance of quality of work performedProactively leverage and share knowledge with colleaguesReceive limited supervision, more often work independentlyHighly proficient Word, Excel and PowerPointWillingness and ability to work the hours necessary to complete assigned work
Personal Qualities:Clear fit with (and champion of) firm culture and valuesSkillful attention to details and self-assurance of quality of work performedAbility and motivation to work independently with minimal supervision, to work efficiently and manage time appropriatelyAdaptable work-style with the ability to move fluidly between prioritiesMental/Physical RequirementsCommunicate frequently with co-workers as well as with managers to discern their needs, and be able to express themselvesWork as a member of a team as well as be a self-motivator with ability to work independentlyConstantly operates a computer and other office equipment to coordinate workUsually remains stationary for the majority of the dayFrequently communicates with clients and coworkers and must be able to share information effectivelyGenerally, works in an office environmentEEO/C&B Statement
The company offers competitive compensation packages including an incentive compensation plan, comprehensive medical/dental/life insurance, 401(k) and employee stock purchase plans.Navigant does not accept unsolicited resumes through or from search firms or staffing agencies. All unsolicited resumes will be considered the property of Navigant and Navigant will not be obligated to pay a placement fee.Navigant
is an Equal Employment Opportunity / Affirmative Action employer. All qualified applicants will receive consideration for employment without regard to race, color, national origin, ancestry, citizenship status, military status, protected veteran status, religion, creed, physical or mental disability, medical condition, marital status, sex, sexual orientation, gender, gender identity or expression, age, genetic information, or any other basis protected by law, ordinance, or regulation. Navigant will consider for employment qualified applicants with criminal histories in a manner consistent with the requirements of applicable law or ordinance including the Fair Chance Ordinance of Los Angeles and San Francisco.