Administrative Assistant - Temporary at Ann Arbor

Job Description

If you are looking for a JOB, try another firm. We ONLY offer CAREERS.

Temporary Administrative Assistant

If you are looking for a JOB, try another firm. We ONLY offer CAREERS.

WARNING: Be sure to read through the following in its entirety. After all, this is only your career you’re working with. We don’t play around with something as fragile as this.

Finally, a place where you can safely invest in your career…

For 15 consecutive years, Plante Moran has been recognized as one of the nation’s “100 Best Companies To Work For" by FORTUNE magazine — providing unsurpassed opportunity and an unequaled culture to talented, self-motivated individuals who have a passion to serve and a hunger to thrive. Its hard to explain what makes a great firm. We think it has to do with the people, our benefits, and the overriding culture that guides them. Its a unique balance of achievement, teamwork, caring, and an unofficial relatively jerk-free policy. It makes us different. It makes us better. It helps us thrive.

Plante Moran is the 12th largest accounting and management consulting firm in the nation. Our rapid growth and increasing demands for our services has created a need for a highly motivated individual to join our Office Administrativeteam as a Temporary Administrative Assistant in our Ann Arbor office.

Position Summary:

The Administrative Assistant position provides day to day administrative/secretarial support for a team or multiple teams, including proposals/presentations, billing, projects & processes, basic secretarial duties including calendaring, travel arrangements, correspondence. Position will manage some projects, programs and/or processes.

Position Accountabilities:

• Assist with the production and editing of client or Firm deliverables, such as proposals/RFPs, presentations, reports, spreadsheets, Microsoft Project workplans, Visio diagrams, and reports. Copy, bind and distribute as appropriate. Client deliverables may include:
  • Bid openings
  • Bid evaluations and clarifications
  • Manage vendor pay application process
  • Phone bill analysis
  • Manage Sharepoint sites
  • Manage surveys/survey tools
  • Walk-throughs
  • Internal documentation/training materials
• May also assist with practice growth from an administrative support position including:
  • Research
  • Involvement in marketing campaigns
  • Preparation of proposal packets
  • Compile and manage pipeline and backlog reports
  • Ensure that opportunities are in CRM
  • Use CRM to help manage practice
  • Compile and manage financial reports from Practice Management


• Responsible for overseeing & maintaining various processes, which may include:
  
  
  • Workflow systems/Firm databases as required, including new client/job workflows and other various internal documents related to client service, including client satisfaction surveys
  • Files and documents for a specific team; updating charts and binders with information
  • Databases for the Firm intranet site; creation of material/text and maintenance of information
• May assist with some administrative projects (some complex), for a team or industry group, primarily related to a specific organizational function; responsible for frequent communications with all levels in the organization
• Enter and track data in various databases (including 5-5-7, opportunities in CRM, PMTOK tracking, RFP tracking, management of signed engagement letters, PPA follow-up, etc.)
• Administer and assist with (if applicable to assigned team):
  • legal documentation requirements (subpoenas, court orders, etc)
  • Award application process, benefit administration/open enrollment and related mailings, distribution of Firm gifts
  • Technology needs; including, processing pool equipment & portable file server requests, server reporting (including reporting issues, backup tape reporting & distribution, replicating data storage devices, managing database files, reporting), hardware coordinator (hard drive backups, un-assigning assets, recording laptop acknowledgement forms
  • Administer MOS testing or other assessment tools according to protocols, including scheduling, working with outside vendors, distributing results/maintaining records, and other related assessment administration needs


• Communication activities including tracking and updating staff on deadlines, target dates. Manage conflicting priorities and overall backlog of admin requests.
• Organize team meetings, including agendas, project lists, minutes and reports
• Research for special projects, when requested
• Liaison for outside organizations/persons and clients, when necessary
• Arrange for conference rooms, including needed equipment and/or conference calls, meeting breakfast/lunches/coffee, etc.; may include reservations for leased conference rooms
• Miscellaneous team reservations (travel, lunch, dinner, etc.)
• May assist with deliverables for staff performance management process (CDPs, APAs, etc.), when requested
• Manage marketing activities as needed; marketing liaison
• Prepare various P&M forms (new client, check request, etc.)
• Handles miscellaneous client and miscellaneous phone calls, routes to appropriate staff
• Proofreading of correspondence prepared by other staff
• Assist Partner and team with various secretarial duties including opening and organizing mail, organizing office, scheduling prospect calls, travel arrangements, scheduling and maintaining calendars, expense reports, organizing/processing billing
• Assist other administrative assistants, when necessary; provide backup when needed
• Any other office duties as required

Job Requirements

• HS Diploma or GED equivalent required. Higher level education/college coursework preferred.

Experience:

• At least 4-6+ years secretarial experience, preferably in a professional services environment
• MS Office experience required (MOS certified a plus); certain Administrative Assistant positions also require experience with CAD, Visio and Microsoft Project
• Must be able to remain in a stationary sitting position for at least 75% of the time.
• Person in position needs to occasionally move about the inside of the office to access machinery, cabinets, etc.
• Ability to work overtime if required
• Must be able to lift 20 lbs. – specific job duties may require additional lifting; occasionally moves and transports packages weighing up to 20 lbs
• Occasionally positions self to bend and lift packages
• Person in position frequently communicates with staff who have inquires. Must be able to exchange information in these situations.

Qualifications:

The skills, knowledge and abilities that are desirable in a candidate that would enable an individual to excel in this position include:

• Proven administrative and organizational, and time management skills
• Superior oral and written communication skills and a focus on client service, together with the ability to exercise independent judgment, initiative while maintaining high confidentiality
• Solid technical proficiency including knowledge of MS Office applications (particularly Word, Excel, and Outlook), Visio and Microsoft Project
• Professional demeanor with excellent customer service and interpersonal skills
• Ability to work well with others
• Ability to communicate effectively with partners, staff and visitors
• Ability to multi-task and work in a fast-paced atmosphere.
• Superior data entry and alpha/numeric skills

Travel & Hours

• This is an non-exempt position that may require some Saturday work hours during tax season (January thru April) and overtime from time to time during the remainder of the year.
• Qualified individuals must either reside in or near Ann Arbor or be willing to relocate to the area for this opportunity.


• LIMITED travel is required with this position.

There’s no place like Plante Moran.

Those outside Plante Moran know it as the 12th largest public accounting and business advisory firm in the nation. Insiders know us as the place where opportunity thrives. At Plante Moran, we define “opportunity" with three simple words: Challenge, Experience, and Growth. By diligently finding ways to insert these concepts into our work, we keep staff at every level of our firm on a steady path to the top of their game and the realization of their professional and personal goals.

Inquiring Within

Why wait, when you can play a major role in developing your career!

If your background experience matches the qualifications of this position and you are interested in pursuing this career, then inquire within. You never know where the next click may take you; it could potentially lead you to the career you have always desired!

Last, but not least…

The specific statements shown in each section of this description are not intended to be all-inclusive.

• They represent typical elements and criteria necessary to successfully perform the job.
• We only accept electronic applications. Therefore, those who apply directly to a position and submit their resumes through our applicant tracking system will be considered.
• Plante Moran does not accept unsolicited resumes from search firms or employment agencies. Plante Moran will not pay a fee related to unsolicited resumes received from search firms or employment agencies and the unsolicited resumes will become the property of Plante & Moran. Plante Moran will not agree to any contrary terms related to unsolicited resumes.
• Only candidates selected for interviews will be contacted by a Staffing Consultant.
• All candidates must be legally authorized to work for any employer in the United States without sponsorship.
• Plante Moran is committed to a workplace that provides equal employment opportunity. In order to provide equal employment and advancement opportunities to all individuals, employment decisions at Plante Moran will be based on merit, qualifications, and abilities. Plante Moran does not discriminate in employment opportunities or practices on the basis of race, color, religion, gender, national origin, age, disability, gender identity, sexual orientation, genetic information, or any other characteristic protected by applicable law.

Thanks for expressing interest in this career opportunity and also interest in Plante Moran.

We are an Equal Opportunity Employer
Country: USA, State: Michigan, City: Ann Arbor, Company: Plante & Moran, PLLC.