Operations Associate - Unilever, House

Supports operational and administrative needs of the Unilever team. Works across all levels of internal management and staff, as well as outside vendors; maintaining sensitive to confidential information.

• Organizational Management

• New Hire On-Boarding

• Creative Operations Administration

• Office Responsibilities

• Administrative support to designated Unilever ALT members

Organizational Management for the Unilever team

• Understanding of the organization’s structure and functional disciplines

• Liaison with HR & IT for New Hire Set Up & Support

• Using internal platforms to keep all organizational records up to date (contact list, email distributions, org charts etc.)

• Administer Arc Unilever-Wide Survey’s (design) and provide Executive Summaries

• Manage Unilever Travel Budget

• Responsible for updating and publishing Unilever org charts

New Hire Onboarding for Unilever team

• Responsible for setting up and on-boarding all new hires on an operational level

• Adding to our systems (Smartsheet, Teams etc.)

• Adding to appropriate ODL/team email lists depending on their team/function

• New Hire Welcome Orientation Training on Day 2

• Providing new hires with basic overview of Arc and arranging for further introductions/training (eg Introduce them to SmartSheet/Box Arc U)

• Provides new hire with training invites to Arc Training

• Manage Irresistible Talent Directory (via Smartsheet) for Unilever team

• Helping to troubleshoot any new hire system issues

Creative Operations Administration

• Unilever – Team Specific Administration (e.g. Smartsheet, Screendragon, Miro etc.)

• Licenses Users Management (administration, and reporting)

• Access to New Hires/Offboard Leavers

• Smartsheet Tools Creation and Administration

• Existing Templates into New Workspaces (and work with client team on set up)

• New Templates

• Screendragon PM Tool Responsibilities

• User management inside the platform

• Assist the project management team with resourcing needs

• Support with new hire onboarding

• Agency Tools

• Template modification and creation eg. Briefs, PPTs

• Process Design and Implementation as needed

Reports to VP, Client Operations Unilever Team

Office Responsibilities for Unilever Team

• Manage Offices (in partnership with other TAs)

• Point of contact with Facilities for any employee’s needs across the offices (e.g. too hot, too cold etc.)

• General administrative point person - fielding questions and requests across the HQ and regional offices (who to go to for what)

• Meeting/Training facilitation (Zoom requests, meeting set up etc.)

• Booking of Conference Rooms (outside of designated Unilever rooms in Chicago

• Organizing Vendor Capabilities presentations

Proficient in:

· Microsoft Office (PPT a must, Keynote a bonus)

· Smartsheet

· Miro

· Survey Monkey

· Microsoft Teams

· Zoom

· rOar (timesheet)

· Altair (Expenses)

All your information will be kept confidential according to EEO guidelines.