Office Manager/PA (Chicago)

CIL Management Consultants

  • Salary: Competitive
  • Location: Chicago
  • Closing: 6:02am, 12th Oct 2021 CDT

Job Description

About CIL

We are a small, dynamic management consultancy looking to recruit a bright and motivated Office Manager & PA for our Chicago office. CIL is a fast-growing, friendly management consulting business operating in the US, UK, and Germany with a staff of ~150 employees across the combined groups. Our US business opened in 2018 and we now have a team of ~20!

This hands-on role is central to the smooth running of the business. The successful candidate will have a critical role supporting our Chicago-based senior team, liaising with our UK operations teams while also helping to maintain a happy & motivated Chicago office environment. This person would be directly reporting to the Principal who heads up our Chicago office along with our US Partner.

Key responsibilities:

PA duties (~50% of role)

  • Act as a PA to the Chicago-based senior team (a Partner and a Principal)

  • Ad hoc PA support for senior team visiting the US from the UK (working alongside their respective UK PAs)

  • Liaising with clients to book meetings for the senior team

  • Booking travel arrangements and hotels for the senior team

  • Creating travel itineraries, when needed

  • Booking restaurants for client entertainment

  • Collating and inputting CRM data

  • Collating and inputting timesheets, expenses, and purchase orders

  • Performing printing, scanning, and filing work as required

  • Undertaking report printing and binding duties to support the team’s marketing and presentation requirements

  • Maintenance of a central list of restaurants & hotels, including gathering feedback from the team as to their suitability/cost

Office administration duties (~40% of role)

  • Responsibility for front-of-house duties (e.g. welcoming clients, candidates & taking deliveries)

  • Answering main phone line and redirecting calls as necessary

  • Facilities management – liaising with the landlord & office building operators as needed

  • Ordering of office supplies

  • Arranging refreshments for meetings, e.g. teas, coffees, lunch order deliveries

  • Booking couriers and taking responsibility for all deliveries to the office

  • Arranging team/birthday celebrations

  • Arranging team social events e.g. regular social outings, annual summer party and annual Christmas party

  • Simple maintenance of printers (refilling paper & toner as needed, removing waste packaging from consumables)

  • Being first port-of-call for simple IT issues

Operations duties (~10% of role)

  • Liaising with all UK operations functions (e.g. finance, HR, marketing, IT) on an ad hoc basis

  • Acting as a bridge between the UK operations team and the US, escalating issues where appropriate and helping come up with solutions

Previous experience and skills:

  • Practical experience of working in a similar role, preferably within financial or professional services

  • Advantage if worked in a multinational company where needed to work closely with colleagues overseas

  • Excellent Microsoft Excel and Word skills

  • Excellent communication skills, both written and verbal

  • Good academics (degree not essential)

Candidate requirements:

Successful CIL people share some key attributes – we are supportive, non-hierarchical, hard-working, unpretentious and direct. We don’t take ourselves too seriously and tend to tease those that do. The successful candidate for this role will:

  • Have a smile on their face each morning – we’re looking for someone bright, personable with a can-do attitude

  • Be empathetic – consider work/life balance, priorities, and impact on the wider team when supporting senior team

  • Be comfortable multi-tasking every day

  • Be exceptionally organized with the ability to create their own to-do list

  • Have excellent attention to detail

  • Have the confidence to manage multiple requests from senior people and stand up for themselves when necessary

  • Be proficient in Microsoft Office (particularly Microsoft Outlook and Excel)

  • Be confident in assisting with basic IT issues

  • Be articulate, able to write and speak accurately, and to take accurate messages

  • Display high levels of integrity when dealing with sensitive information

Benefits:

As well as the benefits below, we pride ourselves on being flexible to the needs and personal circumstances of every single employee. The main benefits we offer include:

  • Highly competitive remuneration and participation in our company bonus scheme

  • Health, vision & dental contributions

  • 401(k) contributions

  • An incredible company culture, with support to pursue activities & interests outside of work

    Option to take up to 38 days holiday per year, made up of:

  • 17 days’ regular holiday entitlement

  • 10 federal holidays

  • Option to buy an additional 11 days

Removing bias from the hiring process

  • Your application will be anonymously reviewed by our hiring team to ensure fairness
  • You’ll need a CV/résumé, but it’ll only be considered if you score well on the anonymous review

Applications closed Tue 12th Oct 2021

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Removing bias from the hiring process

  • Your application will be anonymously reviewed by our hiring team to ensure fairness
  • You’ll need a CV/résumé, but it’ll only be considered if you score well on the anonymous review

Start your de-biased application