Administrative Assistant

1 month ago

Chicago, United States MindSpring Partners LLC Full time

Job Title: Administrative Assistant – CIO & IT Department


Overview:

We’re looking for a highly organized and detail-oriented Administrative Assistant to support the Chief Information Officer (CIO) and several IT directors. This role involves managing complex administrative tasks with professionalism, tact, and initiative in a dynamic environment.

Key Responsibilities:

  • Administrative Support: Manage calendars, schedule appointments, organize domestic and international travel, draft correspondence, process expense reports, and maintain confidential records.
  • Procurement Coordination: Prepare requisitions and process invoices using the firm’s procurement system.
  • Meeting Management: Assist in CIO meetings by preparing agendas, coordinating logistics, gathering data, tracking assignments, and working with facilitators on meeting minutes.
  • Communication & Liaison: Act as the point of contact for internal and external stakeholders, including senior leadership and vendors/clients.
  • Document Management: Proofread materials for grammar and layout accuracy and handle final production of high-visibility documents.
  • Facilities Coordination: Oversee office moves, facility-related requests, and maintain IT department organizational charts and email lists.
  • Team Collaboration: Provide backup support to other administrative assistants and contribute to team projects as needed.


Qualifications

Required:

  • High school diploma.
  • Minimum 5 years of experience providing executive administrative support in a fast-paced environment.
  • Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint).
  • Self-starter with excellent attention to detail and ability to prioritize multiple high-priority tasks.
  • Exceptional communication and collaboration skills at all organizational levels.

Preferred:

  • Bachelor’s degree.
  • Experience in IT or supporting an IT department.
  • Familiarity with document management systems like iManage or Net Documents.
  • Typing speed of 50 words per minute.

Skills and Attributes:

  • Strong organizational and analytical skills.
  • Ability to exercise good judgment and maintain confidentiality.
  • Demonstrates initiative and thrives under pressure.
  • Manages multiple projects with competing priorities effectively.


Why Join Us?

This is an excellent opportunity to work closely with high-level executives and a dynamic IT team while contributing to impactful projects. We offer a collaborative work environment, competitive compensation, and opportunities for professional growth.


Take the next step in your career and help drive operational excellence with us

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