Other | Chicago, IL, United States 

In this role, you will act as both a receptionist, as well as an administrative assistant. As the receptionist, you will be the first point of contact for all guests; as an administrative assistant, you will support at least 2 executive-level leaders in everything from scheduling to booking travel to expenses. This role is integral to the culture of the Annex, as you’ll be the main point of contact for all guests. If you’re edgy but outgoing, chill but hyper-organized, and flexible but a little OCD – apply now!

 
Duties include:

• Greeting clients and guests, and informing appropriate employee of their guest’s arrival.
• Answering and directing calls, assisting with inquiries, and taking messages when necessary.
• Scheduling conference rooms per employee requests, monitoring conference room calendars, and rearranging meeting room bookings to optimize facility usage.
• Maintaining the ability to be resourceful and proactive in dealing with issues that may arise.
• Keeping the reception area neat and clean.
• Assisting with clerical duties as required.
• Maintaining Annex directory updating as necessary.
• Performing other duties as needed to ensure the smooth operation of the Facilities/Office Services Department.
• Assisting at least 2 high-level executives in scheduling meetings, interviews, and anything client-related using IBM Verse.
• Assisting in booking executive travel using Concur system.
• Assisting in collecting expenses and inputting them into Peoplesoft system.
• Be prepared to support executive staff in anything else that may come up.
• Be prepared to assist in occasional off-hours agency events at the Annex.

What we’re looking for in a candidate:

• At least a year of experience in a customer service role.
• Experience booking travel and scheduling meetings preferred.
• Basic technology skills; ideally experienced in using an internal travel booking system, calendar system, and expense system.
• Must be hyper-organized and detail-oriented.
• Must be able to handle any event or issue that may arise, and quickly figure out a resolution.
• Outgoing demeanor, as you will be responsible for maintaining and cultivating the Annex culture and vibe.

About Havas ChicagoFearless. Fast. Smart. Focused. We are driven by our relentless quest to be Chicago's most creative agency by reinvigorating great American brands through cultural relevance. We bring an unmatched understanding of millennials’ mindsets and behaviors, and a passion for embracing the emerging trends shaping business and pop culture. Part of Havas Worldwide, a leading integrated marketing communications agency and the first to be named Global Agency of the Year by both Advertising Age and Campaign in the same year, we fuse an independent spirit with global scale, and are united by a shared mission to be the world’s best company at creating meaningful connections between people and brands through creativity, media, and innovation. 

We are passionate makers, creators, disruptors, and artists who don't color inside the lines.  We work smarter. Push harder. Break things. Make things. And we're always looking forward. Our belief is that the only way to change culture is to create it. And we help make our clients successful by staying one step ahead. 

Havas Chicago has over 400 employees and a blue-chip client roster that includes AutoZone, Citibank, Cracker Barrel, Craftsman, Ragu, DieHard, DishLATINO, Kmart, Kenmore, Hefty, Reynolds, Sears, Terminix, Boys Hope Girls Hope, and Chicago Fire.

Learn more at www.chi.havasworldwide.com

Twitter: @HavasWWChicago

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Instagram: @HavasChi