Administrative Assistant, Business Technology Group
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Job Location:
Chicago, IL - USA
Monthly Salary:
$ 70000 - 90000
Posted on:
Yesterday
Vacancies:
1 Vacancy
Job Summary
Harrison Street Asset Management (HSAM) is a leading global alternative investment management firm focused on real estate infrastructure and credit strategies across North America and Europe. Headquartered in Chicago Toronto and London with offices across North America Europe Asia and the Middle East the firm has over$108billionin assets under management on behalf of institutional investors and registered investment advisors globally.
Founded on a culture of innovation HSAM is an early mover in alternative real estate and mid-market infrastructure. Today the firms global team consisting of more than 520 professionals is committed to creating long-term value through deep sectorexpertiseand forward-thinking strategies.
Under the direction of the Chief Information Officer the Administrative Assistant provides comprehensive support to the Business Technology Group. Core responsibilities includefacilitatingoperational activities such as invoice processing tracking and documentation;assistingwith vendor management by monitoring contracts renewal dates and points of contact;coordinating BTG communicationsrelated tomaintenancewindows product updatesoutagesandblackout dates; and booking travel and preparing expense reports. Additionally the roleis responsible forreviewing and distributing internal communications and standard documentation as instructedmaintainingteam meeting minutes andtask tracking and coordinating meetings calendars and internal events allin accordance withBTG leadership guidance.
Responsibilities
60% Administrative Support
- Assist with scheduling meetings maintaining calendars and coordinating internal events.
- Coordinate preparation and distribution of materials for BTG leadership meetings (e.g. agendas pre-reads action item logs).
- Assist with booking travel and preparing expense reports.
- Review and distribute internal communications notifications and standard documentation as instructed by BTG leadership.
- Maintain meeting minutes documentation trackers and status updates for internal BTG meetings under guidance from BTG leadership.
- Coordinate with other administrative staff business teams and the BTG relative to initiatives that have cross functional impact.
- Support ad hoc administrative initiatives as requested.
- Participate in meetings or training sessions as needed.
40% Technology Operations Support
- Support BTG operational activities by receiving processing tracking and managing all BTG related invoices.
- Assist with tracking third-party vendor contracts renewal dates and points of contact.
- Coordinate with Accounting to resolve invoice discrepancies missing documentation or approval delays.
- Maintain standardized vendor folders with contracts statements of work and renewal information.
- Assist with coordinating and sending communications related to maintenance windows outages product updates etc. for technology platforms.
- Coordinate periodic audits of team artifacts and documentation to ensure materials are organized up to date and archived per guidance.
- Other duties as assigned
Requirements
- High school diploma or equivalent required; associate or bachelors degree preferred.
- 3 years of experience in an administrative assistant or coordination role.
- Strong organizational documentation and communication skills.
- Proficiency with Microsoft Office and collaboration tools (Outlook Teams SharePoint).
- Ability to manage multiple priorities and work independently with guidance.
- Must be able to maintain professional and effective working relations with supervisors co-workers.
- Must be able to work flexible hours including weekends and evenings.
Required Experience:
Junior IC
About Company
Focused exclusively on alternative real assets, Harrison Street is an investment management firm that combines innovation and process rigor to execute differentiated strategies.
