Finance Operations Administrator

Company Overview

​At Motorola Solutions, we believe that everything starts with our people. We’re a global close-knit community, united by the relentless pursuit to help keep people safer everywhere. Our critical communications, video security and command center technologies support public safety agencies and enterprises alike, enabling the coordination that’s critical for safer communities, safer schools, safer hospitals and safer businesses. Connect with a career that matters, and help us build a safer future.

Department OverviewThis is an exciting opportunity to support the Finance Leadership Team, which oversees a broad spectrum of critical functions. The Finance Leadership Team plays a crucial role in driving financial performance, managing risk, and ensuring operational efficiency across the company. The team works collaboratively to provide data-driven insights and strategic guidance to support decision-making at all levels.
This dynamic environment requires a high degree of coordination and collaboration, as the Finance Leadership Team offices interact with numerous stakeholders across the organization, including senior leadership, business unit heads, functional teams, as well as external partners.
Job Description

The Administrative Assistant to the Finance Leadership Team will serve as a critical partner in managing the team's day-to-day activities, facilitating communication across the organization, and ensuring the smooth execution of strategic initiatives. This role will be on a hybrid schedule based out of our Downtown Chicago Office and interested candidates should expect to be in office up to 4 days per week, currently averaging 1- 2 days per week in office.

Key responsibilities include:

• Meticulously manage the Finance Leadership Team's complex calendar with scheduling, and prioritization of meetings and appointments

• Coordination with legal secretarial organization around signature, proof of address, validation of identification (passports, drivers license), background checks, apostille and notarization  

• Similar administrative tasks for all Motorola Solutions legal entities worldwide, including authorizations to enable Delegations of Authority, Banking resolutions, selling or RFP specific requirements, bylaws, minutes and resolutions, statutory tax and financial statement filings and other duties as assigned

• Organization and coordination with local legal secretarial and other sales operations teams who are requesting the completion of additional forms, identification/validation meetings, and other similar tasks from the CAO in order to enable sales activities within the bid compliance processes locally

• Affixing electronic signatures to reduce the amount of signature requests that require physical paperwork and postage expense, etc

• Coordinate group meetings, team/training events and handle all meeting logistics such as venue, catering, agenda/meeting minutes, etc

• Collaborate cross-functionally with assistants to CEO, COO, and other senior executives

• Support in assigned project based work as necessary (slide preparation for town halls, operations reviews, leadership meeting prep work, video creation, etc)

• Assist with special projects and initiatives conducting research, submittal of documentation,  analyzing data, and preparing presentations

• Process expense reports, track reimbursements, and maintain accurate financial records

• Facilitate communication between internal and external stakeholders handling inquiries, filtering information, and ensuring timely and effective communication

• Arrange domestic and international travel, including flights, accommodations, and ground transportation

• Maintain the highest level of confidentiality and discretion in handling sensitive information

Desired Background/Knowledge/Skills:

• 3+ years of experience as an Personal Assistant, Administrative Assistant and/or Executive Assistant

• Strong proficiency with office productivity projects (Google products such as Gmail, Google Docs, Google Sheets, and Google Slides, or Microsoft Office such as Excel, Work, Outlook, Power Point)

• Proven experience as an administrative assistant or in other related positions

• Excellent oral and written communications skills; organization and planning skills

• Strong problem-solving skills; willingness to assist where needed and solve problems as they arise (scheduling conflicts, logistical issues, etc)

• Ability to prioritize tasks, manage multiple deadlines, and maintain a high degree of accuracy and attention to detail

• Must be able to manage a diverse, complex, high volume workload; think proactively, creatively, independently, and analytically

• Must have a professional, team-focused demeanor at all times, especially when dealing with high-level teams

• Ability to collaborate effectively with colleagues and build strong relationships across the organization

Target Base Salary Range: $53,600 - $85,800

Consistent with Motorola Solutions values and applicable law, we provide the following information to promote pay transparency and equity. Pay within this range varies and depends on job-related knowledge, skills, and experience. The actual offer will be based on the individual candidate.

Basic Requirements

• 3+ years of experience as an Personal Assistant, Administrative Assistant and/or Executive Assistant

Travel RequirementsUnder 10%
Relocation ProvidedNone
Position TypeExperienced
Referral Payment PlanNo

Our U.S. Benefits include:

• Incentive Bonus Plans
• Medical, Dental, Vision benefits
• 401K with Company Match
• 10 Paid Holidays
• Generous Paid Time Off Packages
• Employee Stock Purchase Plan
• Paid Parental & Family Leave
• and more!

EEO Statement

Motorola Solutions is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion or belief, sex, sexual orientation, gender identity, national origin, disability, veteran status or any other legally-protected characteristic. 

We are proud of our people-first and community-focused culture, empowering every Motorolan to be their most authentic self and to do their best work to deliver on the promise of a safer world. If you’d like to join our team but feel that you don’t quite meet all of the preferred skills, we’d still love to hear why you think you’d be a great addition to our team.

We’re committed to providing an inclusive and accessible recruiting experience for candidates with disabilities, or other physical or mental health conditions. To request an accommodation, please email [email protected].