Administrative Coordinator

Job Description

We 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 opportunities
• Manage client outreach processing, including assisting with preparing outreach messaging, tracking responses, and coordinating the campaign with senior team members
• Administer and track the transactions pipeline and collect information for various reports and analyses
• Analyze client-provided documents, reports, and data for incorporation into various transaction processes
• Meet and coordinate with clients to collect information for reports and analyses
• Assist with document preparation for clients via data rooms and other platforms
• Manage 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 team
• Oversee 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 flow
• Assist in all sales tasks including those which are administrative
• Assist with additional administrative tasks as needed, including office invoices and a variety of office administration duties
• Invoicing clients
• Managing the transactions database
• Coordinating intake and tracking process for jobs
• Performing deep research and analysis for transaction opportunities
• Tracking jobs and tasks with weekly project reports
• Collecting, analyzing, and preparing client documents, data, and reports
• Increased client outreach, including VBA-based outreach for new transaction opportunities
• Performing other tasks on projects commensurate with an Analyst in the group
• Coordinating meetings across the transactions team for all team members

Qualifications

Required Qualifications:

• Bachelor's Degree or equivalent training and/or experience
• 3+ 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 products
• Experience performing cold/warm calls to corporate and legal clients for new business meetings with CEOs and Managing Directors
• Assist in editing, detail quality review and finalizing reports and exhibits to provide to clients
• Process inquiries into the firm’s services and individual team members request for services
• Process conflict check inquiries, assist in billing, generating invoices, process new case information and interaction with firm systems D365 and BOX
• New case set up, processing case documents provided by clients, organization of documents in folders, correspondence directly with clients
• Able to multi-task, field client inquiries, assist in preparation of reports, work with others in the office
• Handles requests and performs administrative support to small teams and/or leadership as needed for special projects
• Back 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.com
• Communication 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 scenarios

Proficient: Understands and apply skills with consistency

Familiar: Can explain and discuss

Physical and Mental Job Qualifications

• Prolonged periods sitting at a desk and working on a computer.
• Must be able to work a hybird schedule in our Chicago, IL office.

Additional Information

Some of the Benefits We Have Include

J.S. Held understands all our employees are people and sometimes life needs flexibility. We work to always provide an environment that best supports and suits our team’s needs.

• Our flexible work environment allows employees to work remotely, when needed
• Flexible Time Off policy
• Medical, Dental, and Vision Insurance
• 401k Match
• Commuter Benefit

A 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 Duties

Please 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.

Please explore what we’re all about at www.jsheld.com.

EEO and Job Accommodations

We embrace diversity and our commitment to building a team and environment that fosters professional and personal enrichment is unwavering. We are greater when we are equal!

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 jobs@jsheld.com and include “Applicant Accommodation” within the subject line with your request and contact information.

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