Administrative Assistant, PPM, Executive Management

The Jackson National Life Insurance Company; Chicago (IL); On-site; USD 47,000 - 59,000; Full time

Job summary

PPM America, Inc. is seeking an Administrative Assistant to provide critical support to the Executive Team. This full-time, in-person role based in Chicago coordinates travel, prepares reports, manages calendars, and handles meetings, invoices, and confidential information.

The position is part of a collaborative Administration team delivering seamless executive support. The role requires strong written/spoken communication, detail-orientation, and proficiency with Microsoft Office.

Qualifications

• H.S. Diploma or equivalent required.
• Associate's or Bachelor's Degree preferred.
• 3+ years related admin experience required.
• 5+ years related admin experience preferred.
• Financial services experience preferred.

Responsibilities

• Manage and maintain calendars, schedule meetings, coordinate conference calls and resources.
• Plan and execute special and recurring projects; review requests and follow up to ensure completion.
• Coordinate travel arrangements and off-site work accommodations.
• Prepare and process expense reports.
• Create and maintain reports, charts, spreadsheets, documents, and presentations.
• Schedule and organize company events such as town halls and special activities.
• Prepare company-wide announcements and informational emails.
• Provide basic IT support for common software needs.
• Process departmental invoices and manage general office duties.
• Coordinate office moves and new-hire workspace; handle confidential information with discretion.

Skills

Calendar management

Travel coordination

Expense reporting

Presentation creation

Microsoft Office

Confidentiality

Communication

Administrative support

Education

High School Diploma or equivalent

Associate's Degree preferred

Bachelor's Degree preferred

Tools

Microsoft Office (Teams, Word, PowerPoint, Excel)

Job description

PPM America, Inc. PPM is a US-based institutional asset manager. Established in Chicago in 1990, PPM exists to consistently support institutional clients in achieving their long-term value goals. We take a hard work, straight talk, full transparency and humility approach to our work. Our success is supported by a team-based culture that encourages debate, collaboration and consistency. At the center of our belief is the fact that our best ideas to date have and can come from any team member anywhere in our firm. We believe the success of our investment culture is best demonstrated by the strong retention of our clients and investment professionals. PPM was again named one of the Best Places to Work in Money Management by Pensions & Investments in 2024. We attract professionals who exhibit humbleness, directness, and dedication. PPM’s values guide our internal conduct and help define the type of relationships we share with our investors, affiliates, and other valued partners. Above all, PPM is passionate about giving back to our clients, to each other, and to our community. We understand that community and purpose are just as important as the job description when finding your next career.

Values

We act like owners.

Integrity guides all that we do, and we are committed to exercising sound judgment in every decision that impacts the company and serves our clients.

We are passionate about investment performance and driving results.

We are relentless in our efforts to provide best in class service.

We strive to build strong and lasting relationships with our clients, seeking to gain trust in everything we do.

We work collaboratively with transparency and accountability.

We operate as a team.

We rely on each other, are accountable to each other, and respect each other.

We value differences and unique perspectives and embrace the principle that great ideas can come from anyone.

We embrace change.

We are not afraid to challenge the status quo in search of a better, smarter or faster solution.

We value learning, challenge ourselves and motivate others.

We are also committed to positively impacting our community.

As a firm, we invest time, experience and fundraising efforts with our non-profit partners.

At PPM, we offer volunteer opportunities to get involved with a network of peers and support the causes that are important to you.

Your passion and talents can make a lasting impact on our organization and our community.

Additionally, our employees go the extra mile every day and the benefits of working at PPM reflect our commitment to supporting and enhancing their personal and professional lives.

The plans and programs listed below are offered in collaboration with our parent company.

Job Purpose

The Administrative Assistant provides critical administrative support to certain members of the Executive Team and their respective business areas. Routinely coordinates travel arrangements, prepares reports reporting, manages meeting planning, maintains calendars, prepares reports and binds presentations, creates and maintains files, handles incoming mail, telephone calls, orders office supplies, processes invoices and other routine requests. The Administrative Assistant also provides back-up to other Administrative Assistants, as needed. This full-time, in-person role, is part of a broader collaborative Administration team that provides seamless support to our Executive Team.

Essential Responsibilities

• Manage and maintain calendars, plan and schedule meetings, coordinate conference calls, arrange necessary meeting resources including catering, meeting set-up and clean-up, as needed.
• Coordinate, plan and execute special and recurring projects, including the review and analysis of requests and inquiries, and perform follow-up to ensure completion.
• Coordinate travel arrangements and, where necessary, off-site work accommodations (e.g., workspace, equipment, computer access).
• Prepare and process expense reports.
• Provide administrative support including the creation and maintenance of informational reports, charts, spreadsheets, documents, and presentations.
• Schedule, plan, and organize company events such as town halls, parties, and special activities.
• Take initiative to prepare and/or coordinate company-wide announcements and /or informational emails.
• Provide technical support regarding basic computer system and software needs.
• Process departmental invoices ensuring accuracy and appropriateness.
• Perform a wide range of general office duties including copying, scanning, filing, and phone answering, screen, organize, and prioritize phone calls, visitors, and open and disseminate incoming mail.
• Coordinate office moves and new hire workspace.
• Routinely handle confidential information, applying extreme confidentiality and sensitivity in the dissemination of such information.

Other Duties

• Assists teams with guests’ registration, escorting of guests to meeting location, and ensuring the host is aware of arrivals.
• Order office supplies.
• Performs other duties and/or projects as assigned.

Knowledge, Skills and Abilities

• Solid written and verbal communication skills, including the ability to edit and compose correspondence.
• Solid interpersonal skills and ability to communicate effectively with executive management and internal customers at all levels.
• Solid PC skills including Microsoft Office software and other relevant software applications.
• Basic knowledge of financial services industry terminology or demonstrated ability to learn new skills and concepts quickly.
• Demonstrated ability to prioritize and/or coordinate multiple activities and follow up on projects with minimum supervision.
• Must be detail-oriented and focused on accuracy.
• Expert knowledge of Microsoft Office products, including proficiency in Teams, Word and PowerPoint, plus working knowledge of Excel.
• Demonstrated self-initiative and ability to work in a team-oriented environment.
• Possesses a high degree of integrity and the ability to recognize the requirements of confidentiality.
• Outstanding organizational, decision-making, and problem-solving skills.
• Entrepreneurial approach to task management.
• Ability to take control and manage tasks independently to closure.
• Flexibility and adaptability to various changing working conditions based on priorities.
• Flexibility to complete unexpected tasks at the end of the business day, which may require minimal overtime.

Qualifications

• H.S. Diploma or equivalent (G.E.D.) required.
• Associate's Degree or Bachelor's Degree preferred.
• 3+ years of related experience required.
• Financial services experience preferred.
• 5+ years of related experience preferred.
• Prior experience working with senior level management and the ability to recognize the necessity for professionalism, confidentiality, and decorum.
• Proven experience successfully managing complex travel itineraries, ability to modify schedules, if necessary, in a professional and efficient manner.

Equal Employment Opportunity PPM America, Inc. is an equal opportunity employer and we base our employment decisions without unlawful regard or consideration of an individual’s race, color, religion, national origin, sex, gender, sexual orientation, ancestry, citizenship, age, marital status, veteran status, medical condition, non-job related disability, pregnancy or any other basis protected by federal, state, or local law.

Base Pay: $33.65 - $42.80

PPM America, Inc. (PPM) is a client-focused investment manager. PPM has the experience and resources to provide our clients with investment solutions across markets, including fixed income, private equity and commercial real estate. However, like a smaller shop, PPM remains nimble, investment-led and responsive to the opportunities that our teams discover together. Our mission is to deliver specific client solutions and service to investors around the world with the goal of meeting investors’ unique investment objectives. In addition, PPM employees are committed to building our community and supporting local nonprofits that strengthen families and increase economic opportunities.