Careers

Executive Assistant - Head of Human Resources and Talent, Diversity and Inclusion

Areas of Interest:

Administrative Support, Human Resources

Location:

Chicago, Illinois

Date Posted:

Jan-02-2019

Job ID:

1615

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Company Description:

William Blair is a premier global boutique with expertise in investment banking, investment management, and private wealth management. We are committed to building enduring relationships with our clients and providing expertise and solutions to meet their evolving needs. An independent and employee-owned firm, William Blair is headquartered in Chicago and, together with its strategic partners, operates in more than 20 offices worldwide.

About the Team:

Diversity and Inclusion is an integral component of William Blair’s leadership training, our interview and onboarding processes, and our employee development program.  It is not a separate initiative, but embedded within our firm’s strategy.  Our goal is to move beyond standard policies with respect to creating a diverse and inclusive culture.  At William Blair, we are committed to create an environment where our diverse talent not only survives, but thrives and succeeds.

Job Summary & Responsibilities:

The Executive Assistant will provide direct administrative coordination and support to the heads of Human Resources and Talent, Diversity & Inclusion at William Blair.  In addition, the role includes support to the HR leadership team in a more limited capacity.  The role will also support the firm’s Alliance Board and their respective Business Resource Groups by coordinating the administrative aspects of their projects, calendars, and events. 

The Executive Assistant may interface with both internal and external clients and outside parties and vendors, and will work under limited guidance, due to previous experience and depth of knowledge of administrative processes.  The Executive Assistant will independently exercise discretion and independent judgment and should be capable of analyzing information requests and determining trends.  Additionally, the Executive Assistant will proactively identify opportunities to create greater efficiencies by utilizing technology and/or updating processes. 

Responsibilities may include:
  • Proactively manages calendars by anticipating needs, adjusting for conflicts, and ensuring all logistics (including materials, location, timing, etc.).  Employs effective reasoning skills.
  • Collaborates with appropriate internal departments/businesses/individuals such as, but not limited to, D&I, Human Resources, Marketing, the Alliance Board/Business Resource Groups, and external vendors and resources to manage administrative and logistical aspects of on-site and off-site events.
  • Updates and maintains contact databases. May include compiling information for inclusion in reports or presentation materials including preparing reports, charts, graphs, or tables as necessary. Demonstrates the ability to utilize software applications for maximum effect and efficiency.
  • Provides office support to include answering phones, greeting and interacting with internal and external clients, distributing mail, maintaining electronic and hardcopy filing, taking meeting minutes, creating documents, processing invoices, etc.
  • Participates in other projects that may require the application of independent judgment/interpretation of policies/practices. Acts as a resource and trains new and/or more junior administrative team members. 
  • Arranges complex travel itineraries and submits expense reports in a timely manner.  Will also work with outside groups to coordinate external speaking engagements for executives.
  • Ensures accurate and timely communication amongst all relevant parties.

Qualifications:

  • High school education required; Bachelor's degree a plus. 
  • 7-10+ years working in an office environment in an administrative/executive support role.
  • Expertise with Microsoft Word, Excel, PowerPoint and Outlook.
  • Professional services industry background preferred.
  • Excellent verbal and written communication skills.
  • Proven problem solving and critical thinking skills.
  • Willingness to adapt to change.
  • Multitasking abilities.
  • Ability to work in a fast-paced environment.
  • Strong teamwork ability.
  • Ability to maintain confidentiality.
  • Attention to detail.
  • Ability to prioritize.
  • Strong organizational skills.
  • Ability to work independently, proactively identifying opportunity for improvement.
  • Excellent time management skills.

As a William Blair associate, you’ll enjoy Medical, Dental, Life and AD&D Insurance, along with a generous profit sharing program that includes a 401K plan in addition to a firm contribution. We also offer three weeks of vacation, flexible spending accounts, a business casual dress code, a 75% discounted commissions on trades, and discounts at restaurants, museums, parks and retailers.

William Blair is an equal opportunity employer. It complies with all laws and regulations that prohibit discrimination in employment practice because of race, color, religion, creed, ancestry, marital status, gender, age, national origin, sexual orientation, unfavorable discharge from the military service or on the basis of a physical or mental disability that is unrelated to the employee's ability to perform the duties of the job applied for.

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