Administrative Coordinator

4 weeks ago


Chicago, Illinois, United States The Equus Group Full time

Job Title: Administrative Assistant

Location: Chicago, IL

Position Overview:

The Equus Group is seeking a highly organized and detail-oriented Administrative Assistant to provide high-level administrative support to ensure the efficient operation of the office and seamless coordination between departments.

Key Responsibilities:

  • Greeting and Communication: Greet visitors, answer phone calls, and handle general inquiries to ensure a welcoming and professional environment for clients and guests.
  • Document Management: Assist with filing, copying, scanning, and organizing documents, including maintaining accurate electronic and physical records.
  • Calendar Management: Coordinate appointments, meetings, and conference room bookings, and assist in managing calendars for senior staff and arranging travel as needed.
  • Office Supplies and Maintenance: Monitor and manage office supplies, including ordering inventory and ensuring that common areas remain tidy and well-stocked.
  • Data Entry and Reporting: Input data into spreadsheets and databases, prepare basic reports, and maintain client information in CRM systems.
  • Mail and Package Distribution: Receive, sort, and distribute incoming mail and packages, and prepare outgoing mail and coordinate courier services when necessary.
  • Event Planning: Support the planning and coordination of office events, team gatherings, and client meetings.
  • HR Support: Assist the HR team with various projects and recruitment processes, including scheduling interviews, coordinating onboarding activities, maintaining employee records, and providing general administrative support for HR initiatives.
  • Ad-Hoc Projects: Provide support for ad-hoc projects and assist various departments as needed, ensuring timely completion and attention to detail.

Qualifications:

  • Education: Bachelor's degree required.
  • Experience: 1-2 years of experience in an administrative or office support role, preferably in a professional services or financial services environment.
  • Skills: Strong communication skills, both written and verbal, with a customer-service mindset. Proficiency in Microsoft Office Suite (Word, Excel, Outlook) and familiarity with office equipment (e.g., copiers, scanners).
  • Personal Qualities: Excellent organizational skills and the ability to manage multiple tasks simultaneously. A positive and proactive attitude with a willingness to learn and take on new responsibilities. Ability to maintain confidentiality and handle sensitive information with discretion.

The Equus Group is an Equal Opportunity Employer and takes pride in maintaining a diverse environment. We do not discriminate in recruitment, hiring, training, promotion or any other employment practices for reasons of race, color, religion, gender, national origin, age, sexual orientation, marital or veteran status, disability, or any other legally protected status.



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