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Administrative Assistant

3 months ago

Chicago, United States The Larko Group Full time

As the Administrative Assistant supporting executives and their teams, you will be pivotal in managing various administrative tasks. Your responsibilities will include coordinating complex schedules, organizing and preparing for meetings, and handling confidential communications for the executive. You will support the team by managing project timelines, facilitating communication across departments, and ensuring the seamless execution of daily operations. To thrive in this role, you must be exceptionally organized, detail-oriented, proactive, and able to anticipate the needs of both the executive and the team. Strong interpersonal and communication skills are essential, as well as, the discretion to handle sensitive information. Your collaborative approach and ability to prioritize tasks effectively will ensure the success of the executives and the team.


Responsibilities

  • Provide diverse administrative support, including strategic calendar management, meeting prioritization and arrangement, travel bookings, and internal event planning.
  • Liaise with other departments and external agencies, including high-level staff, Chief Officers, and Executive and Management Committee members.
  • Work independently and within a team on special and ongoing projects, acting as project manager for special projects which involve planning and coordinating multiple presentations, disseminating information, and creating materials.
  • Handle confidential and non-routine information, explaining policies when necessary.
  • Prepare various documents, including project and meeting notes.
  • Create and process expense reports, invoices, and check requests.
  • Run and format reports from various systems.
  • Prepare office-wide communications about holiday services, office closures, and general announcements.
  • Exercises discretion and independent judgment on significant matters.


Ideal Experience

  • A bachelor’s degree is preferred, with a minimum of 3 years of experience in an administrative/executive assistant role.
  • Advanced proficiency in MS Outlook, Word, Excel, PowerPoint, and MS Visio.
  • Excellent proofreading skills with strong writing, grammar, and punctuation.
  • Proficiency in using expense report software.
  • A keen eye for detail, and outstanding time management with multiple projects.
  • Sound judgment, and interacts well with all levels of the organization.
  • Strong analytical and problem-solving skills.
  • Works well independently and with a team.
  • Able to preserve confidentiality and exercise discretion.
  • Manage multiple projects with competing deadlines and priorities.


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The Larko Group is a premier Staffing & Recruiting firm based in Chicago, with a nationwide reach, for Direct Hire, Temporary-to-Hire, and Temporary/Project jobs. We specialize in Executive Assistant, Administrative Assistant, Personal Assistant, Chief of Staff, Office Manager, Receptionist, General Office, General Labor (warehouse), Event Support, Project Management, and Customer Service.