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Administrative Assistant

3 months ago

Chicago, United States The Larko Group Full time

A global law firm, dedicated to client excellence and strongly emphasizes social responsibility, encouraging its employees to engage in pro bono work and community service is hiring an Administrative Assistant to support a C=level executive and other leaders.


Responsibilities are complex, requiring independent judgment, tact, creativity, and initiative. You will manage schedules, coordinate meetings, handle communications, and prepare documents, ensuring efficient and effective operations within the IT department. If you are proactive and organized and can anticipate the needs of the leaders…apply now


Responsibilities

  • Performs many administrative duties for a C-level executive and assigned departmental directors, including calendar management, domestic and international travel arrangements, writing/typing notes and correspondence, completing expense reports, and maintaining confidential records.
  • Prepares requisitions and processes invoices using the company procurement system.
  • Assists with the preparation of meetings, agenda preparation, meeting logistics, compiling data, following up with directors on assignments, and working with the meeting facilitator to finalize the meeting minutes.
  • Reviews, requests, schedules appointments and meetings, conference calls, and other department events; informs attendees/participants of function dates and times, reserves meeting space, provides audio/visual and other equipment/materials if required.
  • Acts as a liaison with other departments and vendors/clients, including senior staff and other executives.
  • Proofreads copy for spelling, grammar, and layout, making appropriate changes. Responsible for accuracy and clarity of final copy of materials visible to those at the highest levels of the firm.
  • Coordinates office moves and facility-related requests.
  • Assists with domestic and international travel arrangements for the C-level executive.
  • Maintains department org chart(s) and email distribution lists.
  • Greet visitors, answer and direct phone calls, take messages, or field answers for routine and non-routine questions.
  • Assists other administrative assistants as workload dictates, especially in phone coverage. Willing to coordinate time off with other admin assistants to ensure coverage. Works well independently and within a team on special nonrecurring and ongoing projects.


Ideal Experience

  • Bachelor’s degree with 5 years of administrative experience, supporting executives in a fast-paced environment.
  • Experience supporting an IT department is a plus.
  • Proficient in Microsoft Office suite (Word, PowerPoint, Excel)
  • Self-starter who anticipates needs and has a sharp eye for detail.
  • Works with a high degree of initiative and can handle multiple high-priority tasks concurrently.
  • Strong organizational skills with a keen eye for detail.
  • Strong interpersonal communication skills, and sound judgment.
  • Strong analytical and problem-solving skills
  • Able to work harmoniously and effectively with others
  • Able to preserve confidentiality and exercise discretion


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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.