Administrative Assistant

northwesternmutual; Milwaukee (WI); On-site; USD 36,000 - 54,000; Full time

Job summary

You will play a key role in onboarding, space management, and process improvements, requiring strong communication, organization, and discretion.

Qualifications

• 5+ years of administrative experience supporting multiple senior level executives in a fast-paced, corporate environment.
• Bachelor's and/or master's degree preferred.
• Excellent written and verbal communication skills.
• Excellent organizational and time management skills.
• Attention to detail and problem solving.

Responsibilities

• Provide administrative support to the DSE leadership team.
• Drive calendar management across multiple VP leaders and identify areas to optimize time and prioritization.
• Execute business travel and expense reports for VP leaders.
• Support department monthly/quarterly activities including employee engagement, lunch & learn series, department holiday parties, offsites, and town halls.
• Own meeting attendee communications, venue management/coordination, audio/video setup, catering, and program material preparation.
• Support building space management and facility moves.
• Maintain department supplies and orders with external venues and internal partners.
• Facilitate new hire onboarding and terminations.
• Find opportunities for process optimization throughout team and company processes.

Skills

Administrative service

Interpersonal savvy

Organizational & political savvy

Teamwork

Technical & digital acumen

Education

Bachelor's degree

Master's degree

Tools

MS Office

Confluence

SharePoint

Concur

Job description

About the Job

NM's Data Solutions & Enablement (DSE) team is seeking a strategic, analytical, organized, and motivated administrative assistant to join the team. Reporting directly to the Senior Director, Strategy & Business Operations, you will be responsible for supporting the DSE leadership team by managing day-to-day administrative and operational needs through effective calendar management, meeting coordination, travel logistics, and event management. You will prioritize tasks across multiple VP leaders and are expected to have strong experience working with executive teams in fast-paced environments.

What You'll Do

• Provide administrative support to the Data Solutions & Enablement (DSE) leadership team
• Drive calendar management across multiple VP leaders and identify areas to optimize the leadership team's time and make recommendations regarding time management, prioritization, and business needs
• Execute business travel and expense reports for VP leaders
• Support the management of department monthly/quarterly activities including employee engagement, lunch & learn series, department holiday parties, in-person leadership and team offsites, and town halls
• Own meeting attendee communications, venue management/coordination, audio/video set-up, catering, and program material preparation
• Support building space management and facility moves
• Maintain all department supplies and orders with external venues and internal partners
• Facilitate new hire onboarding and terminations
• Find opportunities for process optimization throughout team and company processes

What You'll Bring to the Role

• 5+ years of administrative experience supporting multiple senior level executives in a fast-paced, corporate environment
• Bachelor's and/or master's degree preferred
• Excellent written and verbal communication skills
• Excellent organizational and time management skills
• Attention to detail and problem solving
• Strong calendar management and prioritization skillsMastery of MS Office, including Word, Excel, PowerPoint, and Outlook
• Experience with Confluence, SharePoint, and Concur, preferred
• Experience in event planning and/or project coordination is a plus
• A strong team player, who thrives in a collaborative setting, poised and able to work with individuals at all levels of the organization
• Experience working in a fast-paced environment and can adapt quickly to changing demands
• Stellar communication skills and can connect with a wide range of internal and external stakeholders in person, virtually, and over email
• Discretion, diplomacy, and excellent judgment; high degree of integrity when dealing with confidential and sensitive information

Skills You Have

• Administrative Service: Provides administrative support and service delivery to help business operations run efficiently and effectively.
• Interpersonal Savvy: Relates well to all kinds of people inside and outside of the organization. Builds appropriate rapport and constructive, effective relationships. Uses diplomacy and tact and diffuses high-tension situations comfortably.
• Organizational & Political Savvy: Marshalls resources effectively and efficiently to orchestrate multiple activities; navigates internal and external politics adeptly to recognize and leverage organizational realities for efficient problem-solving.
• Teamwork: Engages in others' behaviors to generate strong team cohesion and orientation. Facilitates open dialogue within and across teams to create trust and understanding. Shares collective successes and opportunities to improve as a group.
• Technical & Digital Acumen: Leverages knowledge and approaches of digital products and technologies to solve problems, complete tasks, and accomplish goals. Demonstrates effective adaptability to new and emerging technologies.

Compensation Range

• Pay Range - Start: $26.09
• Pay Range - End: $39.13

Geographic Specific Pay Structure

• Structure 110:
• Structure 115:

We believe in fairness and transparency. It's why we share the salary range for most of our roles. However, final salaries are based on a number of factors, including the skills and experience of the candidate; the current market; location of the candidate; and other factors uncovered in the hiring process. The standard pay structure is listed but if you're living in California, New York City or other eligible location, geographic specific pay structures, compensation and benefits could be applicable, click here to learn more.

Northwestern Mutual is an equal opportunity employer that welcomes talented individuals of all backgrounds. We are committed to creating and maintaining an environment in which each employee can contribute creative ideas, seek challenges, assume leadership and continue to focus on meeting and exceeding business and personal objectives.