Administrative Assistant

Administrative Assistant III

This is a full-time, office-based role out of our Nashville, TN office. This is an office-based role with flexibility for alternate work arrangements after a period of time. This role supports across multiple solution lines.

At Aon, we shape decisions for the better to protect and enrich the lives of people around the world.

As an organization, we are united through trust as one inclusive team, and we are passionate about helping our colleagues and clients succeed.

The Administrative Assistant III responds promptly, thoughtfully, and effectively to work requests from senior leaders. They are adaptable to changing work environments in the office, shifting priorities, and new situations. Additionally, Administrative Assistant III possess the skills and ability to partner with leaders on confidential matters, communicate effectively and appropriately with internal resources, clients (where applicable), and other parties in an office based and virtual working environment.

• Create and maintain Distribution Groups
• Schedules, and facilitating meetings, either virtual or in-person, securing room reservations and food ordering/delivery, if necessary
• Acts as a primary point of contact for the team (e.g., independently seeks out answers to questions, takes initiative, leverages network of resources to solve problems)
• Assists with overflow work from other areas of the business; provide backup support to other AAs as necessary
• Prepares, produces and proofreads advanced level presentations and correspondence, graphic presentations, and other documents, including editing for grammar, punctuation, and clarity
• Submits printing requests for meetings and other needs as necessary; ensures accuracy of printed materials before distribution
• Research and book travel arrangements
• Prepares and submits expense reports
• Records time accurately and submits according to corporate guidelines
• Attends business town halls;
  Coordinate, schedule and prepare presentations for client and internal meetings
• Serves as an expert resource for Aon branding
• Maintains One Drive files, databases, or SharePoint sites as applicable
• Prioritizes work, makes measurable progress on assignments, and delivers quality results
• Has an advanced understanding of practice/business terminology
• Coordinates complex meeting logistics in-person and virtually; may include, but not limited to, budgeting, travel, room reservations, meeting room logistics and materials, and catering
• Actively participates in leadership meetings for follow ups and note taking when applicable
• Delegate for email management, time recording, full calendar management, expense approvals, and other special projects when applicable
• Coordinates projects and works independently
• Ability to compose materials from rough notes or independent knowledge of circumstances
• Acts as liaison between the executive and their colleagues, clients, and other stakeholders
• Strategic, solves problems, and establishes procedures that result in process improvements
• Acts as a subject matter expert for internal tools and resources
• Assists Administrative Operations Managers (AOMs) with special initiatives and work streams
• Demonstrates leadership by contributing agenda topics and openly participating in meetings or other forums
• This list is not all-inclusive; other tasks may vary based on business need

The Administrative Assistant III reports to the Administrative Operations Manager and provides advanced administrative support to business leaders, client teams and local teams within a workgroup, practice area, or solution line. Support responsibilities may include email and calendar delegate, travel and expense management, document production, ad hoc projects, and the effective use of office applications.

• Displays exceptional customer service skills and attention to detail
• Superior writing skills—grammar, punctuation, spelling, and proofreading
• Superior verbal and written communication skills
• Self-motivated team player with ability to work independently under minimal supervision
• Demonstrates strong organizational and project management skills
• Demonstrates discretion on highly confidential matters
• A wide degree of creativity and latitude is expected
• Suggests approaches for resolving problems
• Maintains a high level of confidentiality
• Ability to effectively interact with clients and team members, always maintaining professionalism with a positive attitude
• Self-directed prioritization of work and projects; demonstrates measurable progress through open communication to leaders and team members consistently and with highest quality
• Advanced level computer literacy in Microsoft Office Suite and other programs as applicable
• Minimum of 6+ years of relevant experience

Skills:

Microsoft skills testing administered as part of the recruiting process.

Education:

High School degree or equivalent years of industry…