Administrative Coordinator

Administrative CoordinatorJ.S. Held is a global consulting firm that combines technical, scientific, financial, and strategic expertise to advise clients seeking to realize value and mitigate risk. Our professionals serve as trusted advisors to organizations facing high stakes matters demanding urgent attention, staunch integrity, proven experience, clear-cut analysis, and an understanding of both tangible and intangible assets.The firm provides a comprehensive suite of services, products, and data that enable clients to navigate complex, contentious, and often catastrophic situations.Job DescriptionWe are seeking an Administrative Assistant for our IP Advisory Practice, supporting the full Advisory team. This individual will perform tasks and bill engagements as an entry-level Analyst would in this group.Job Responsibilities:Perform market and company research for a variety of transaction opportunitiesManage client outreach processing, including assisting with preparing outreach messaging, tracking responses, and coordinating the campaign with senior team membersAdminister and track the transactions pipeline and collect information for various reports and analysesAnalyze client-provided documents, reports, and data for incorporation into various transaction processesMeet and coordinate with clients to collect information for reports and analysesAssist with document preparation for clients via data rooms and other platformsManage administrative functions related to the firm's Broker-Dealer ("BD"), including e-mail review, certain record keeping, and facilitation of those functions with the BD's compliance teamOversee the Advisory team intake and tracking process, including tracking of each job status and coordinating across the team to ensure accurate and up-to-date data flowAssist in all sales tasks including those which are administrativeAssist with additional administrative tasks as needed, including office invoices and a variety of office administration dutiesInvoicing clientsManaging the transactions databaseCoordinating intake and tracking process for jobsPerforming deep research and analysis for transaction opportunitiesTracking jobs and tasks with weekly project reportsCollecting, analyzing, and preparing client documents, data, and reportsIncreased client outreach, including VBA-based outreach for new transaction opportunitiesPerforming other tasks on projects commensurate with an Analyst in the groupCoordinating meetings across the transactions team for all team membersQualificationsRequired Qualifications:Bachelor's Degree or equivalent training and/or experience3+ years of experience in sales, sales support, and/or business development. Experience at a consulting or financial services firm preferred.Strong computer skills, including all Microsoft Office products and sales CRM productsExperience performing cold/warm calls to corporate and legal clients for new business meetings with CEOs and Managing DirectorsAssist in editing, detail quality review and finalizing reports and exhibits to provide to clientsProcess inquiries into the firm's services and individual team members request for servicesProcess conflict check inquiries, assist in billing, generating invoices, process new case information and interaction with firm systems D365 and BOXNew case set up, processing case documents provided by clients, organization of documents in folders, correspondence directly with clientsAble to multi-task, field client inquiries, assist in preparation of reports, work with others in the officeHandles requests and performs administrative support to small teams and/or leadership as needed for special projectsBack up reception/answering calls, taking messages and transferring phone calls.Assist with any other tasks assigned by the executives.Behavioral Competencies Required for this Position:Organizational Skills (Skilled) – Efficiently prioritizes, leverages resources, and problem-solves to complete tasks effectively.Attention to Detail (Skilled) – Produces detailed work that is correct. Self-manages the quality of work product. Finished work is presented professionally and free of errors.Project Management (Proficient) – Effectively manage details of the project from concept to execution. Results-oriented.Technology Used in Role (Proficient) – Understands and is proficient with the technology and software used in this role: MS Office, Salesforce, Monday.comCommunication Skills (Proficient) – Oral and written communications are clear and concise. Effectively communicates with a range of people and levels of authority.Time Management (Proficient) – Specific to this role – the ability to manage multiple priorities at once. Able to thrive in a fast-paced environment with quick response times.Analytical Skills (Proficient) – Ability to collect and analyze information, problem solve, and make decisions.Professionalism (Proficient) – Represent self and the organization with sound judgment. Establish rapport with colleagues and clients. Dependable.Technical Understanding of IP (patents, trademarks, copyrights, trade secrets) – (Familiar)Skilled : Demonstrates, applies, and integrates skills with the highest level of proficiency and effectiveness, even in complex scenariosProficient : Understands and apply skills with consistencyFamiliar : Can explain and discussPhysical and Mental Job QualificationsProlonged periods sitting at a desk and working on a computer.Must be able to work a hybrid schedule in our Chicago, IL office.Additional InformationSome of the Benefits We Have IncludeOur flexible work environment allows employees to work remotely, when neededFlexible Time Off policyMedical, Dental, and Vision Insurance401k MatchCommuter BenefitA reasonable estimate of the salary range for this role is $29.00 - $34.00 per hour. Any offered salary range is based on a wide array of factors including but not limited to skillset, experience, training, location, scope of role, management responsibility, etc.Other DutiesPlease note this job description is not designed to cover or contain a comprehensive listing of activities, duties, or responsibilities required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.By submitting your application, you acknowledge that you have read the J.S. Held Online Privacy Notice and hereby freely and unambiguously give informed consent to the collection, processing, use, and storage of your personal information as required and described therein. California residents can click here to learn more about the personal information we collect and here to learn about additional privacy rights that may be available.J.S. Held is an equal opportunity employer that is committed to hiring a diverse workforce. All qualified applicants will receive consideration for employment without regard to sex, gender identity, sexual orientation, race, color, religion, national origin, disability, protected Veteran status, age, or any other characteristic protected by law.If you are an individual with a disability and would like to request for a reasonable accommodation, please email View email address on click.appcast.io and include "Applicant Accommodation" within the subject line with your request and contact information.