Navigant Consulting Inc Shared Services Administrative Specialist - Chicago, IL in Chicago, Illinois

Navigant Consulting, Inc. (NYSE: NCI) is a specialized, global professional services firm that helps clients take control of their future. Navigant’s professionals apply deep industry knowledge, substantive technical expertise, and an enterprising approach to help clients build, manage and/or protect their business interests. With a focus on markets and clients facing transformational change and significant regulatory or legal pressures, the Firm primarily serves clients in the healthcare, energy and financial services industries. Across a range of advisory, consulting, outsourcing, and technology/analytics services, Navigant’s practitioners bring sharp insight that pinpoints opportunities and delivers powerful results. More information about Navigant can be found at navigant.com.

The Administrative Assistant within Navigant’s Shared Services (SS) team supports its client-serving Associate Directors across all key segments and corporate functions. The Administrative Assistant is expected to have a combination of technical and interpersonal skills. Responsibilities primarily comprise of general administrative support with opportunities to grow into supporting sales opportunities (client research, project setup, etc.). The Administrative Assistant reports to Shared Services Lead.

Key Responsibilities:

General Administrative – Travel & Expense Reporting, Conflict Checks & Check Requests

  • Effectively prepare weekly time and expense reports as required; follow policies and procedures, resolve auditor inquiries and engagement code reclassifications, as well as assist with Amex expense reconciliation

  • Assist with processing vendor and/or client invoices and check requests

  • Conduct conflict checks across our client lists

  • Effectively use the firm’s core technology applications, as well as develop/demonstrate solid knowledge of firm-wide and practice-specific tools, processes, and databases, including MS Word, Excel, PowerPoint, Skype, SharePoint, Outlook, Time & Expense, MSLens/One Drive, PeopleSoft, etc. Position oneself as a knowledge resource in one or more of these programs and be requested to train others as necessary

  • Assist with travel arrangements, maintain travel profiles, make bookings, prepare itineraries, coordinate last minute changes (flights, car, hotel, team communications), mapping or providing direction, support in handling passport and visa issues, effectively use firm travel tools and preferred vendors

Sales Pursuit or Engagement Support

  • Create and manage the NAVSales report for the practice and respond to leadership requests around pipeline

  • Facilitate engagement setup process, including review and modification contract set-up

  • Create and manage the NAVSales report for the practice and respond to leadership requests around pipeline

  • Assist Proposal Managers in gathering firm-wide information (resumes, case studies, etc.) needed for proposals or RFPs

  • Proofread/edit documents/client letters, briefing papers, reports and presentations

  • Apply firm branding and correspondence guidance to format/edit letters, reports, and correspondence from draft to client-ready stage; become knowledgeable of firm mailing/delivery processes

  • Coordinate/assist with client invoicing

  • Assist with shipping packages; courier/overnight to client locations or residential addresses (coordinate with Office Services as needed)

  • With guidance, may manage certain administrative aspects of client engagements

  • Assist with conflict checks/PIFs/PAFs

  • Ensure employees stay current with engagement lifecycle activities in between projects

  • Monitor utilization and ensure consultants are compliant with the NCI Utilization Database

Knowledge Management & Records/Storage Management (longer term)

  • Conduct basic information searches (e.g., via internet, internal sites, etc.)

  • Maintain contacts, distribution lists (as needed)

  • Maintain documents on appropriate file repositories, learn and adhere to Navigant records retention policies

  • Maintain, retrieve and secure working papers, files and other documentation as requested, in accordance with current records management policy, procedures and best practices

Education:

  • Associate's degree in a related discipline or equivalent work experience; Bachelor’s degree a plus.

Experience:

  • 5+ years of administrative support or customer support experience; familiarity with PeopleSoft and/or CRM systems a plus.

Required Skills:

  • Able to prioritize conflicting needs; handles matters expeditiously, proactively, and follows-through on tasks to successful completion, often with deadline pressures

  • Strong analytical / organizational skills and creative problem solving skills

  • Able to communicate, collaborate and contribute positively across a matrixed organization

  • Effective interpersonal and communication skills (verbal and written); able to interface with personnel at all levels

  • Skillful attention to details and self-assurance of quality of work performed

  • Proactively leverage and share knowledge with colleagues

  • Receive limited supervision, more often work independently

  • Highly proficient Word, Excel and PowerPoint

  • Willingness and ability to work the hours necessary to complete assigned work

Personal Qualities:

  • Clear fit with (and champion of) firm culture and values

  • Attention to details and self-assurance of quality of work performed

  • Ability and motivation to work efficiently and independently with minimal supervision

  • Adaptable work-style with the ability to move fluidly between priorities while managing time appropriately

  • Communicate frequently with co-workers as well as with managers to discern their needs, and be able to express themselves

  • Work as a member of a team as well as be a self-motivator with ability to work independently

  • Constantly operates a computer and other office equipment to coordinate work

  • Usually remains stationary for the majority of the day

  • Frequently communicates with clients and coworkers and must be able to share information effectively

  • Generally works in an office environment

The company offers competitive compensation packages including an incentive compensation plan, comprehensive medical/dental/life insurance, 401(k) and employee stock purchase plans.

Navigant does not accept unsolicited resumes through or from search firms or staffing agencies. All unsolicited resumes will be considered the property of Navigant and Navigant will not be obligated to pay a placement fee.

Navigant is an Equal Employment Opportunity / Affirmative Action employer. All qualified applicants will receive consideration for employment without regard to race, color, national origin, ancestry, citizenship status, military status, protected veteran status, religion, creed, physical or mental disability, medical condition, marital status, sex, sexual orientation, gender, gender identity or expression, age, genetic information, or any other basis protected by law, ordinance, or regulation.

Navigant will consider for employment qualified applicants with criminal histories in a manner consistent with the requirements of applicable law or ordinance including the Fair Chance Ordinance of Los Angeles and San Francisco.