Administrative Assistant in Chicago, Illinois at Sidley Austin LLP

Sidley Austin LLP seeks an Administrative Assistant to support the Human Resources department in Chicago. Reporting to the Compensation Senior Director, this position provides administrative support to the Firms HR Business Partner Directors in Chicago, the Director of Benefits, and the Compliance Director, together with the corresponding teams of these directors. Because the position supports multiple functions within the department, it offers substantive exposure to performance management, compensation and analytics, onboarding, benefits administration, and compliance, providing a strong professional foundation for an individual seeking to build a career in Human Resources. The successful candidate will be highly organized, meticulous with details, and will handle confidential information with discretion.

Duties and Responsibilities:
Performance Management

• Act as primary back up for performance management role using Workday (business professionals) and Pilat (lawyers). This includes, but is not limited to launching processes, responding to emails, entering reviews, and troubleshooting questions.
• Along with the performance management role, test performance management cycles before process launches and for any enhancements in Workday (business professionals) and Pilat (lawyers).

Compensation and Analytics

• Assist in lawyer promotion cycles including preparation of materials for committees and scheduling interviews with committee members and candidates.
• Prepare and edit communications and presentations using Microsoft Word, Excel, PowerPoint, Visio, and AI.
• Support lawyer year end activities, including providing HR support on subcommittees (scheduling meetings, taking notes, following up on outstanding items, managing year end documents in excel).
• Update process calendars in Asana annually.

Onboarding and Personnel Records

• Assist with lawyer and business professional new hire orientation logistics, including conference room arrangements, presentation materials, new hire folders, gifts, and paperwork.
• Audit and scan new hire paperwork to personnel files, and retrieve information from electronic personnel files as needed.
• Maintain current electronic personnel files for lawyers and business professionals.
• Enter and maintain accurate records in the Firms human resources information system Workday.

Benefits

• Assist with administrative projects, mailings, and testing for the annual insurance renewal process.

Compliance and Departures

• Assist with departing employee paperwork and logistics.
• Coordinate the Chicago office notary program, including communicating and administering notary procedures to all active Chicago notaries.
• Route policy questions to the appropriate Human Resources team or director.
• Maintain the confidentiality of personnel, compensation, and employee relations information at all times.

Department Operations and Development

• Schedule and organize complex activities such as meetings, travel, conferences, and department activities.
• Work with the supervising director to prioritize competing requests across the teams supported.
• Act as a liaison with other departments and outside agencies.
• Work in cooperation with, and fill in for, other HR Administrative Assistants during absences.
• Participate in Human Resources team meetings and cross-functional projects, with the opportunity to assume expanded responsibility across the functions supported.
• Perform other related duties and special projects as required and assigned.

Education and/or Experience:

Required:

• High School Diploma or equivalent
• Minimum 2 years of professional administrative experience, or a bachelors degree with relevant internship experience or coursework in Human Resources
• Proficiency in Microsoft Outlook, Word, and PowerPoint
• Proficiency in Microsoft Excel, including sorting, filtering, and basic formulas
• Excellent proofreading skills, with a strong command of grammar and punctuation
• Ability to produce accurate work product with a high degree of attention to detail

Preferred:

• Proficiency in Microsoft Visio or other organizational chart software
• Coursework, certification, or prior experience in Human Resources
• Demonstrated interest in building a career in Human Resources
• Prior experience in a law firm or other professional services environment

Other Skills and Abilities:

The following will also be required of the successful candidate:

• Strong organizational skills and attention to detail
• Sound judgment and the ability to preserve confidentiality and exercise discretion
• Strong interpersonal, verbal, and written communication skills
• Strong analytical and problem-solving skills
• Able to work harmoniously and effectively with others
• Able to manage multiple projects with competing deadlines and priorities
• Able to work effectively in a fast-paced environment

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The target salary range for this role is:

Salaries vary by location and are based on numerous factors, including, but not limited to, the relevant market, skills, experience, and education of the selected candidate. Our compensation package also includes bonus eligibility and a comprehensive benefits program. Benefits information can be found at Sidley.com/Benefits.

To perform this job successfully, an individual must be able to perform the Duties and Responsibilities above satisfactorily and meet the requirements. The requirements listed above are representative of the minimum knowledge, skill, and/or ability required. Reasonable accommodations will be made to enable individuals with disabilities to perform the essential functions of the job. If you need such an accommodation, please email sidleytalentacquisition@sidley.com (current employees should contact Human Resources).

Sidley Austin LLP is an Equal Opportunity Employer.

Sidley is an elite global law firm with a known reputation of deploying innovative strategies to achieve powerful results.