25 Fall Seasonal Office Administration

Job Type: Location Type: On-site

 

Count on us. Our “we-care” culture is more than just a motto; it’s a promise. From day one, we prioritize your growth, well-being, and success. You can count on us to support your career journey and help you achieve your professional goals. Join us.

Position Responsibilities

– Assist with the production and editing of client or Firm deliverables, such as proposals/RFPs, presentations, reports, spreadsheets, Microsoft Project workplans, Visio diagrams, and reports. Copy, bind and distribute as appropriate. Client deliverables may include:

• CAD work
• Bid openings
• Bid evaluations and clarifications
• Manage vendor pay application process
• Phone bill analysis
• Manage Sharepoint sites
• Manage surveys/survey tools
• Walk-throughs
• Internal documentation/training materials

– May also assist with practice growth from an administrative support position including:

• Research
• Involvement in marketing campaigns
• Preparation of proposal packets
• Compile and manage pipeline and backlog reports
• Ensure that opportunities are in CRM
• Use CRM to help manage practice
• Compile and manage financial reports from Practice Management
• Cognos Analysis

– Responsible for overseeing & maintaining various processes, which may include:

• Workflow systems/Firm databases as required, including new client/job workflows and other various internal documents related to client service, including client satisfaction surveys
• Files and documents for a specific team; updating charts and binders with information
• Databases for the Firm intranet site; creation of material/text and maintenance of information

– May assist with some administrative projects (some complex), for a team or industry group, primarily related to a specific organizational function; responsible for frequent communications with all levels in the organization

– Enter and track data in various databases (including 5-5-7, opportunities in CRM, PMTOK tracking, RFP tracking, management of signed engagement letters, PPA follow-up, etc.)

– Administer and assist with (if applicable to assigned team):

• Legal documentation requirements (subpoenas, court orders, etc)
• Award application process, benefit administration/open enrollment and related mailings, distribution of Firm gifts
• Technology needs; including, processing pool equipment & portable file server requests, server reporting (including reporting issues, backup tape reporting & distribution, replicating data storage devices, managing database files, reporting), hardware coordinator (hard drive backups, un-assigning assets, recording laptop acknowledgement forms
• Administer MOS testing or other assessment tools according to protocols, including scheduling, working with outside vendors, distributing results/maintaining records, and other related assessment administration needs

– Communication activities including tracking and updating staff on deadlines, target dates. Manage conflicting priorities and overall backlog of admin requests.

– Organize team meetings, including agendas, project lists, minutes and reports

– Research for special projects, when requested

– Liaison for outside organizations/persons and clients, when necessary

– Arrange for conference rooms, including needed equipment and/or conference calls, meeting breakfast/lunches/coffee, etc.; may include reservations for leased conference rooms

– Miscellaneous team reservations (travel, lunch, dinner, etc.)

– May assist with deliverables for staff performance management process (CDPs, APAs, etc.), when requested

– Manage marketing activities as needed; marketing liaison

– Prepare various P&M forms (new client, check request, etc.)

– Handles miscellaneous client and miscellaneous phone calls, routes to appropriate staff

– Proofreading of correspondence prepared by other staff

– Assist Partner and team with various secretarial duties including opening and organizing mail, organizing office, scheduling prospect calls, travel arrangements, scheduling and maintaining calendars, expense reports, organizing/processing billing

– Assist other administrative assistants, when necessary; provide backup when needed

– Any other office duties as required

Qualifications

• At least 4-6+ years secretarial experience, preferably in a professional services environment
• MS Office experience required (MOS certified a plus); certain Administrative Assistant positions also require experience with CAD, Visio and Microsoft Project
• Must be able to remain in a stationary sitting position for at least 75% of the time.
• Person in position needs to occasionally move about the inside of the office to access machinery, cabinets, etc.
• Ability to work overtime if required
• Must be able to lift 20 lbs. – specific job duties may require additional lifting; occasionally moves and transports packages weighing up to 20 lbs
• Person in position frequently communicates with staff who have inquires. Must be able to exchange information in these situations.
• Occasional moving & lifting of equipment; bending, lifting, climbing required to position self to maintain computers during engagements
• Ability to work in a high stress environment
• Reliable transportation and valid driver’s license are required including a clean driving record
• Minimum levels of auto insurance coverage are required
• Proven administrative and organizational, and time management skills
• Superior oral and written communication skills and a focus on client service, together with the ability to exercise independent judgment, initiative while maintaining high confidentiality
• Solid technical proficiency including knowledge of MS Office applications (particularly Word, Excel, and Outlook), Visio and Microsoft Project
• Professional demeanor with excellent customer service and interpersonal skills
• Ability to work well with others
• Ability to communicate effectively with partners, staff and visitors
• Ability to multi-task and work in a fast-paced atmosphere.
• Superior data entry and alpha/numeric skills
• HS Diploma or GED equivalent required. Higher level education/college coursework preferred.

Exemption Status

• Non-Exempt
• Note: Position may require some Saturday work hours during tax season (January thru April) and overtime from time to time during the remainder of the year.

What makes us different?

On the surface, we’re one of the nation’s largest audit, tax, consulting, and wealth management firms. But dig a little deeper, and you’ll see what makes us different: we’re a relatively jerk-free firm (hey, nobody ‘s perfect) with a world-class culture, consistent recognition as one of Fortune Magazine’s “100 Best Companies to Work For,” and an endless array of opportunities. At Plante Moran, diversity, equity and inclusion means that all staff members have equitable and fair opportunities to succeed, in an inclusive environment, with their individual, unique identities. So, what are you waiting for? Apply now.

Plante Moran enjoys a “Workplace for Your Day” model which, simply put, means we strive for flexibility and balance while staying true to our principally in-person model. We believe that face-to-face interactions are paramount for individual and collective development, but also encourage individuals to work with their supervisor and team to determine their optimal working environment each day.

Plante Moran is committed to a diverse workplace. We strive to create a culture where each person feels accepted and valued. We believe that each person’s ultimate potential begins with first acknowledging their inherent dignity. When we can recognize – and celebrate – our many human differences, we’re able to create a workplace where all staff feel a sense of belonging and an opportunity to succeed. This allows us to attract and retain the best talent, serve clients through diverse thinking, and better represent and support the various communities in which we live and work. Plante Moran is an Equal Opportunity Employer.

Plante Moran maintains a drug-free workplace.

Interested applicants must submit their resume for consideration using our applicant tracking system. Due to the high volume of interest in our positions, only candidates selected for interviews will be contacted. Candidates must be legally authorized to work in the United States without sponsorship, with the exception of qualified candidates who are bilingual in either Japanese and English or Chinese and English. Unsolicited resumes from search firms or employment agencies, or similar, will not be paid a fee and become the property of Plante Moran.

The specific statements above are not intended to be all-inclusive.

For Colorado & Illinois Applicants:

We are pleased to offer eligible staff a robust benefits package. Eligibility and contribution requirements for some of these benefits vary based on the number of hours staff work per week. Highlights include health, dental, vision, disability and life insurance. These standard offerings are effective on the first of the month following your start date. In addition to this, eligible staff are able to take advantage of our Flexible Time Off and various pre-determined holidays as well as a 401(k) plan, flexible benefits plans, business-related travel expense, lodging and meal reimbursement for business-related use. A Pension plan is also available for eligible administrative and paraprofessional staff. A discretionary bonus plan is available for eligible staff. Plante Moran also offers Interns and Contractors the option to elect health insurance under our contingent staff medical plan as of the 1st of the month following 60 days of employment in addition to limited paid time sick time. Seasonal staff are not eligible for benefits.

Compensation is commensurate with technical skills and experience is provided in accordance with applicable state requirement. Compensation information posted is based on a position being located in the state of CO or IL. Please review the position location for the applicable geographic location.

Under Colorado’s Job Application Fairness Act, you have the right to redact from any documents that you submit in connection with your application information that identifies your age, date of birth, or dates of attendance at or graduation from an educational institution. Should you wish to exercise your right to redact such information, please redact it prior to submitting documentation.

Colorado hourly rate range is as follows: $31.00 – $36.00
Illinois hourly rate range is as follows: $31.00 – $36.00