Experienced Administrative Assistant


Experienced Administrative Assistant

Job Description

Company Description

McDonald’s is proud to be one of the most recognized brands in the world, with restaurants in over 100 countries and billions of customers served each year. As the global leader in the food service industry, we have a legacy of innovation and hard work that continues to drive us. Today, we are growing with velocity and are focused on modernizing our experiences, not to make a different McDonald’s, but to build a better McDonald’s.

We are moving fast and are adding to our best-in-class team. Joining McDonald's means thinking big every day and preparing for a career that can have impact around the world. We are customer obsessed, committed to being leaders, and believe we are better when we work together. Over the last couple years, we’ve launched home delivery, modernized our restaurant experience through digital enhancements and have so much more to come.

We are dedicated to using our scale for good: good for people, our industry and the planet. From ambitious recycling initiatives and balanced sourcing efforts to our partnership with Ronald McDonald House Charities, we are constantly improving. We see every single day as a chance to have a genuine impact on our customers, our people and our partners.

Our new, state-of-the-art headquarters is located in the booming West Loop area in the heart of downtown Chicago. It's set up to be a global hub that cultivates innovation. Take a class at Hamburger University, sample future menu items in our Test Kitchen, and utilize the latest technology to communicate with your team around the globe! Our office helps us connect with each other like never before. Participate in monthly organized events, enjoy massive outdoor spaces, an 8000 square foot gym, and an onsite McDonald's serving international favorites. 

Job Description

Support Vice President, Global Tax

o   Provide extensive calendar management in Outlook

o   Handle all international and domestic travel arrangements and logistics, including passport and visa documents

o   Complete monthly iExpense statements

o   Participate in coordination and editing of communications to global Tax team

o   Coordinate bi-monthly staff meeting for global Tax team

Provide daily support to MHQ Tax team of 21 people as necessary and limited support to international team member based in London

Manage accounts payable for department, including invoices, wire transfers, chargebacks to/from other departments/markets and internal accounts, utilizing company tools such as Beeline, Onit and the Accounts Payable system

Enter Statements of Work for Beeline projects for senior directors and directors; monitor need for and process change requests for term extensions and budget increases

Handle travel arrangements for senior directors and directors as necessary

Process passport and visa applications for Tax and Insurance staff as necessary

With Tax Leadership team, develop agenda for bi-annual Global Tax conference and coordinate all aspects of conference, including budget, hotel room block, transportation for international attendees, meeting space, speakers, meals, activities, etc.

On-board new Tax staff, including requesting access to tools, i.e., EMS, shared S drive, and file room, tour of team neighborhood, file room, printer locations and providing links to other department and company resources

Prepare budget proposals for part-time employees for officer and director approval; process necessary requests and extensions through Beeline system; approve timesheets for part-time employees

Act as intermediary between Tax staff and appropriate departments for general office support, i.e., general policies and procedures, repair of equipment and furniture, ordering of loaner computers for consultants, etc.

Register consulting staff with security department and escort to appropriate MHQ room for meetings with department staff; request long term Wi-Fi access for consultants who visit frequently

Communicate building and other general processes to the Team, i.e., meeting room tool, RIM retention policy, transportation status, etc.

Maintain department organization charts and update Global Finance website, maintain email groups and staff lists

Supervise part-time employees management of Iron Mountain off-site storage of tax files, including adding new boxes and calling back stored boxes

Obtain and renew badges for consultants, IRS agents, etc.

  • Bachelor’s Degree or related experience preferred
  • Must be experienced in MS Office (Outlook, Word, Excel, PowerPoint, Visio)
  • Strong communication, prioritization and critical thinking skills essential
  • Demonstrated ability to handle and maintain confidential information
  • Experience planning meetings or events highly desirable
  • Must be a quick learner with ability to understand complex business issues
  • Must be organized, motivated and detail-oriented with superior follow-through
  • Must be able to juggle many projects and last minute requests and work well under deadlines
  • Strong attention to detail and ability to complete large volumes of work efficiently and effectively is critical
  • Must be extremely proactive with a desire to stretch beyond the task list to support the team
  • Must have the ability to adapt to a continually changing business and work environment
  • Must be a professional, reliable, driven and results-oriented individual

Additional Information

McDonald’s is committed to providing qualified individuals with disabilities reasonable accommodations to perform the essential functions of their jobs. Additionally, if you (or another applicant of whom you are aware) require assistance accessing or reading this job posting or otherwise seek assistance in the application process, please contact recruiting.supportteam@us.mcd.com 

McDonald’s provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to sex, sex stereotyping, pregnancy (including pregnancy, childbirth, and medical conditions related to pregnancy, childbirth, or breastfeeding), race, color, religion, ancestry or national origin, age, disability status, medical condition, marital status, sexual orientation, gender, gender identity, gender expression, transgender status, protected military or veteran status, citizenship status, genetic information, or any other characteristic protected by federal, state or local laws. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation and training.

Nothing in this job posting or description should be construed as an offer or guarantee of employment.