Executive Administrative Assistant Office Manager

1 week ago

Downers Grove, Illinois, United States The Larko Group Full time $60,000 - $100,000 per year

A tight-knit team built on collaboration and camaraderie is looking for an Office Manager/ Executive Assistant to be the organizational heartbeat of the office. Reporting to the COO, this role ensures daily operations run smoothly while serving as a trusted partner across key business areas, including compliance, accounting, wealth management, and investment management. The ideal candidate thrives in a fast-paced, client-focused environment, brings strong judgment to every interaction, and naturally keeps people, priorities, and projects aligned. This is a role for someone who doesn't just support the business; they help drive it forward.

Responsibilities

  • Serve as the main point of contact for all office vendors and service providers. Manage office supplies, reception needs, and general office upkeep to ensure smooth day-to-day operations.
  • Maintain shared account lists, ensure team access is updated, monitor renewals, and track items to avoid interruptions.
  • Oversee scanning, filing, document organization, deliverable tracking, and DocuSign workflows to maintain accuracy and accessibility across records.
  • Assist with occasional group reservations and small-scale team events (e.g., book private dining rooms).
  • Maintain and clean spreadsheets (consistent formatting, filters, tracking due dates, etc.) to keep information clear and reliable for internal use.
  • Run, format, and organize recurring reports for internal stakeholders.
  • Assist with money movements, bill processing, vendor invoices, and 1099 documentation, ensuring accurate tracking and timely payments.
  • Create and edit PowerPoint presentations as needed, with the opportunity to take on more of this work over time based on interest and skill development.

Ideal Experience

  • 5-10+ years of experience in administrative support, preferably in a finance, investment, or professional services environment.
  • QuickBooks experience preferred.
  • Strong organizational skills with the ability to prioritize tasks and meet deadlines.
  • Proficiency in Microsoft Office Suite (Excel, PowerPoint, Word, Outlook).
  • Experience with DocuSign and financial reporting tools is a plus.
  • Excellent communication skills with a high level of professionalism and discretion.
  • Ability to work independently while collaborating with executive leadership and internal teams.
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The Larko Group is a women-owned, premier staffing and recruiting firm based in Chicago with a nationwide reach. We specialize in Direct Hire, Temp-to-Hire, and Temporary/Project placements across a wide range of roles, including Executive Assistants, Administrative Assistants, Personal Assistants, Chief of Staff, Office Managers, Receptionists, General Office, Event Support, Project Management, and Customer Service.

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