Administrative Services Assistant

THE POSITION

The Brattle Group, a privately held, global economics consulting firm, is looking for an Administrative Services assistant to join our Chicago, Illinois office. The Administrative Services Assistant (“ASA”) will provide administrative support to the Senior Administrator team members, Principals, and the consulting staff in the areas of expense reports, travel, document and presentation preparation, and special projects. In addition, the ASA may act as back-up support for facilities with duties including reception-related duties, office maintenance, and catering/meeting set-ups. This position reports to the Senior Manager of Administration & Facilities.

Administrative Support

Provide support to the team of Senior Administrators

• Prepare and submit expense reports.
• Assist where needed with monthly billing including time log coordination, drafting cover letters, and compiling invoice packets.
• Provide formatting, editing, and proofreading support for work products as needed.
• Schedule and book Principals’ travel and prepare and maintain travel itineraries.
• Update and maintain client contacts in InterAction and assist with annual Holiday Card Lists for consulting staff.
• Coordinates logistics for meetings, including room set up/break down, and catering.
• Perform copying, binding, scanning, and materials distribution as requested.
• Assist with the planning and coordination of office social events and initiatives.
• Assist with BSS initiatives as needed.

Facilities Back-Up Support

Provide back-up support to the facilities team as needed.

• Act as first point of contact for visitors, and covers reception as needed.
• Ensure overall readiness and neatness of general office space, including common areas and conference rooms. Assists with catering set-up and break down as needed.
• Ensure kitchen, printers, and copier stations and stationary cupboard are consistently neat and well stocked.
• Purchases snacks and supplies as needed.
• Ensure fresh coffee is brewed and readily available first thing in the morning and consistently replenished throughout the day.
• Distribute mail and packages; maintains postage machine; orders, restocks postage supplies.
• Per the weekly conference room meetings schedule, assist with meeting set-ups which can include: initiating or accepting meetings via video conference and logging into Zoom; catering; assisting with preparation of materials or packets.

THE CANDIDATE

• Bachelor’s degree preferred; equivalent experience considered
•  3-4 years of professional experience ideally in professional services environment
• Intermediate knowledge of Microsoft Word, Excel, PowerPoint, and Outlook required.
• Strong ability to take initiative and ownership of projects.
• Must be self-motivated, work independently, and keep in constant communication with team members and manager.
• Takes pride in working within a high-quality, high-integrity organization.
• Maintains strict confidentiality and exercises appropriate judgment.
• Thrives in fast-paced office environment handling multiple tasks and demands.
• Ability to work effectively and to interact with team members and manager.
• Ability to concentrate and pay close attention to detail.
• Requires physical activity including some bending and lifting up to twenty (20) pounds.