Administrative Support Manager

Your Journey at Crowe Starts Here:

At Crowe, you have the opportunity to deliver innovative solutions to today’s complex business issues. Crowe’s accounting, consulting, and technology personnel are widely recognized for their in-depth expertise and understanding of sophisticated process frameworks and enabling technologies, along with their commitment to delivering measurable results that help clients build business value. Our focus on emerging technology solutions along with our commitment to internal career growth and exceptional client value has resulted in a firm that is routinely recognized as a “Best Place to Work.” We are 75 years strong and still growing. Come grow with us! 

Job Description:

Position summary:

This working manager position is responsible for providing administrative support to partners and directors in the Advisory Services Business Unit along with leading and career coaching administrative services team members. This position also leads administrative projects and processes to ensure consistency in business support and services to deliver an exceptional client experience. The position requires extensive leadership, administrative, consulting, coaching, communication, organizational, planning and project management skills to continuously prioritize multiple projects with a high level of focus on quality, accuracy and confidentiality in all work products and communications. Reports to the Business Support Leader and is a member of the Global Services (GS) team.

Administrative Support

• As a working manager, provide business support to partners and directors by developing content and editing and formatting communications, presentations, and deliverables as well as .pdf files using Adobe Professional.

• Manage and support strategic projects through implementation including leading change adoption, learning new systems, and developing, editing, and formatting communications, presentations, and deliverables.

• Manage, prepare, and distribute various communications and types of business reports and perform data analysis and reconciliation as well as summarize trends and provide recommendations.

• Serve as a technology champion and early adopter to new applications, systems and work tools providing feedback to enhance implementation and client acclimation to the new technologies.

• Research and document information using various Internet search engines and research sites.

• Provide consulting and evaluate business concepts to improve processes and bring innovation and creativity to the content and design of presentations.

• Support preparations for client or internal meetings, webcasts, or conference calls, including scheduling and communication, maintaining information, producing webinar, developing presentation content, and distributing materials.

• Prepare written and spoken materials for speaking engagements, committee involvement and events.

• Manage and administer multiple calendars for scheduling recurring client or business unit meetings, including agenda, materials, and communication.

• Manage and coordinate multifaceted travel arrangements through Concur booking tool or travel agents including preparing travel itinerary.

• Facilitate invoices and expense reimbursement forms through accounts payable process. 

• Assist with SharePoint site content management and administration.

• Utilize tracking systems to ensure all time and materials are recorded, project work is prepared and tracked, and project instructions and client interactions are fully documented.

Business Support

• Support conflict check process administration including identifying potential conflicts of interest, researching, tracking, and reporting information along with all associated tasks related to process.

• Support Customer Relationship Management (CRM) data entry, report creation and accurate forecasting, including tracking requests and providing data summary analysis.

• Manage create, modify, run, and maintain CRM reporting.

• Edit, modify, and add individual records in CRM software.

• Enter contracts into the contract management system from request queue and handle all associated processes including obtaining signed copies and tracking contract expiration dates.

• Follow up on unclear elements of the contract request form and resolve any issues.

• Support requests for assistance with contract records and respond promptly to questions on contract management processes and system functionality.

• Generate information searches and run reports in contract management system including summarizing data and recommendations.

• Manage and support engagement billing process by preparing monthly pre-bills, data analysis, receipt reconciliation, spreadsheets, and invoices accurately and in a timely manner.

• Manage and support WIP management and monitor billing adjustments and updates.

• Manage various projects from start to finish including developing project plans, creating communications, and leading others through change and implementation.

Leadership and Career Coaching

• Lead administrative services team members including career coaching, growth and development, performance management and goal alignment in relation to GS and client business support needs.

• Lead BU administrative meetings including agenda focused on learning, cross-training, team building, and sharing information and best practices.

• Review time and expense, deliverables, and workflow with team members to ensure adequate administrative support coverage.

• Continuously assess staffing and skill needs and administrative services provided to internal clients.

• Conduct administrative onboarding covering business support role and responsibilities, administrative processes, brand and format standards and on-going training and development.

• Evaluate, encourage, and manage administrative process improvements leveraging technology to provide effectiveness and efficiencies in business support and service delivery.

• Recognize and celebrate individual and team recognition, accomplishments, and achievements.

• Prepare and deliver business support communications to team using Yammer and other forums.

• Resource to business support administrative team for questions, guidance, and workflow management.

Qualifications:

• Seven or greater years of experience as an administrative manager and supporting partners and directors in a professional services and/or consulting firm environment.

• Bachelor’s degree is required.

• Seven or greater years of experience as a performance manager, leading, coaching and developing teams.

• Strong people leadership skills with focus on team building, career development and recognition.

• Effective and polished presentation, meeting facilitation and written communication skills with excellent competency in grammar and attention to detail.

• Leads through example by establishing goals and results through excellent coaching and facilitating groups toward meeting objectives.

• Professional presence, positive attitude, and exceptional client service skills, with ability to build professional and respectful working relationships at all levels internal and/or external to the organization.

• Extensive administrative background with experience working on documents, reviewing for quality assurance, and managing administrative projects.

• Advanced level of expertise in Microsoft Word, PowerPoint, Excel, Adobe Professional, Outlook, and web-based applications are required with Power BI and Visio preferred. Excellent working knowledge of SharePoint, Teams and Concur.

• Exercise a high degree of discretion, technical competence, and administration in bringing thought leadership and creativity to content and design of projects and presentations.

• Experience using meeting technology including audio visual equipment, industry software and web conferencing.

• Expertise administering conflict checks and using Customer Relationship Management (CRM) technology along with on-line research tools.

• Experience using billing systems and with financial terminology and impact of financial transactions.

• Agile and flexible with ability to demonstrate openness to new challenges, opportunities, continuous learning, and able to easily adapt and effectively champion and lead others through change.

• Desire to leverage technology to solve business problems, and ability to teach and guide others on use of software, tool, and processes.

• Strong critical thinking, problem solving, time management, organizational and analytical skills.

• Strategic awareness and effective project planning and negotiation skills with a high energy level and ability to balance and prioritize projects while leveraging others to complete daily responsibilities and projects.

• Ability to handle key assignments of confidential nature, maintain highly confidential information, and exercise a high level of confidentiality in all work products and communications.

• Ability to establish credibility, be decisive and lead through difficult conversations and facilitate challenging discussions.

• Ability to understand and strictly adhere to the quality standards and procedures established by Crowe, including brand standards and guidelines.

• Ability to function in high stress situations attributed to tight deadlines and multiple client or team needs.

Additional Requirements:

• Able to work flexible hours and schedule as needed based upon project work and peak busy times.

• Ability to travel based on business need, training, or meetings.

• Estimate an annual average of 5% or greater overtime.

The above statements are intended to describe the essential job functions and level of work performed by individuals assigned to this classification. They are not to be construed as an exhaustive list of all duties performed by personnel occupying this position.

About the Team:

Global Services (GS) executes strategies to create an exceptional consulting and client experience, greater synergy and high-quality services to our people across the firm through a connected group of individuals who are deeply specialized in the areas of business support, event management, facilities, office services, mobility services, office safety and business continuity, office management, project services, production and mail, real estate, records, and travel.

Our Benefits:

At Crowe, we know that great people are what makes a great firm. We value our people and offer employees a comprehensive benefits package. Learn more about what working at Crowe can mean for you!

How You Can Grow:

We will nurture your talent in an inclusive culture that values diversity. You will have the chance to meet on a consistent basis with your Career Coach that will guide you in your career goals and aspirations. Learn more about where talent can prosper!

More about Crowe:

Crowe (www.crowe.com) is one of the largest public accounting, consulting and technology firms in the United States. Crowe uses its deep industry expertise to provide audit services to public and private entities while also helping clients reach their goals with tax, advisory, risk and performance services. Crowe is recognized by many organizations as one of the country's best places to work. Crowe serves clients worldwide as an independent member of Crowe Global, one of the largest global accounting networks in the world. The network consists of more than 200 independent accounting and advisory services firms in more than 130 countries around the world.

Crowe LLP provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.