Administrative Assistant

About the Job:

Provides administrative support to ensure efficient operations within the department/division. Contributes to effective team operations by connecting people, information, and processes, while leveraging technology to improve efficiency and coordination. Supports leaders and employees through a variety of tasks related to organization and communications. Responsible for handling confidential and time sensitive information and materials. Familiar with a variety of organization concepts, practices and procedures. Ensures duties are completed accurately and delivered in a high quality and timely manner.

What You'll Do:

• Organizes and schedules meetings and appointments.

• Anticipates coordination needs and helps connect people, information and priorities.

• Supports team operating rhythms by coordinating recurring activities, tracking key dates, and helping ensure commitments are completed on time.

• Creates materials as needed including spreadsheets, presentations, memos, documents, talking points, and forms.

• Leverages AI assistants and other productivity tools to streamline processes, organize information, prepare materials, and improve efficiency.

• Maintains team resources, documentation, and communication channels to ensure information remains current and accessible.

• Maintains operational data, reports, and key metrics to support team planning, communications, and decision making.

• Supports effective team communication by organizing information, coordinating updates, and helping ensure important messages reach the right audience.

• Point of contact for technology access/services, often functions as PC/LAN contact.

• Maintains all department supplies; anticipates needs and orders.

• Arranges travel as needed.

• Prepares and monitors invoices, submits and reconciles expense reports.

• Resource to department on office and administrative functions.

• Works on projects as requested.

• Other department specific duties as assigned.

• Handles sensitive information in a confidential manner.

What You'll Bring to the Role:

• Three or more years of administrative or assistance experience.

• High school diploma or equivalent; college coursework preferred.

• Proficient in MS Office at intermediate levels.

• Demonstrates curiosity and willingness to learn and adopt emerging technologies, including AI assistants.

• Strong organizational and planning skills.

• Excellent written and verbal communication skills.

• Attention to detail and problem solving.

• Strong time management skills and ability to multi-task and prioritize work.

• High degree of personal initiative and motivation.

Skills You Will Have:

• Administrative Service Delivery: Exhibits proficiency in optimizing administrative and documentation operations for efficient and accurate service delivery. Monitors processes to identify improvements, streamline workflows and best practices to enhance operational efficiency, ensuring alignment with organizational objectives and timely, high-quality service.
• Attention to Detail: Focuses on specific details to spot and correct errors in advance of them being found and surpass quality expectations. Performs work with thorough proofreading for presentation, content, accuracy, and overall quality.
• Organizational & Political Savvy: Marshalls resources effectively and efficiently to orchestrate multiple activities; navigates internal and external politics adeptly to recognize and leverage organizational realities for efficient problem-solving.
• Organizational Excellence: Demonstrated ability to prioritize and manage workloads effectively, consistently meeting service level agreements under tight deadlines, competing initiatives and multiple stakeholders.
• Technical & Digital Acumen: Leverages knowledge and approaches of digital products and technologies to solve problems, complete tasks and accomplish goals. Demonstrates effective adaptability to new and emerging technologies.

Compensation Range:

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Geographic Specific Pay Structure:

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We believe in fairness and transparency. It’s why we share the salary range for most of our roles. However, final salaries are based on a number of factors, including the skills and experience of the candidate; the current market; location of the candidate; and other factors uncovered in the hiring process. The standard pay structure is listed but if you’re living in California, New York City or other eligible location, geographic specific pay structures, compensation and benefits could be applicable, click here to learn more.

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Northwestern Mutual is an equal opportunity employer that welcomes talented individuals of all backgrounds. We are committed to creating and maintaining an environment in which each employee can contribute creative ideas, seek challenges, assume leadership and continue to focus on meeting and exceeding business and personal objectives.