Admin Assistant

Overview

We are seeking a proactive Admin Assistant with a passion for organization, effective communication, and teamwork. This role involves supporting the CEO, assisting with client-related tasks, and ensuring smooth day-to-day operations. The ideal candidate must be willing to travel within the Chicago area for public relations (PR) events and occasionally serve as the CEO's proxy in professional settings. We are looking for someone who can grow with us long term and is fully committed to the role. The ideal candidate excels in a high pressure environment.

Key Responsibilities

Meeting Coordination

• Set up and coordinate Zoom calls with new prospects.
• Prepare agendas, share relevant materials, and follow up with meeting notes and action items.
• Manage and update the CEO's calendar, including LinkedIn or Facebook leads.

Task Management & Prioritization

• Assign tasks to team members based on priority and workload.
• Track and update progress in task management tools (e.g., ClickUp).
• Develop a systematic approach for tackling overlapping deadlines to ensure nothing falls through the cracks.

Note-Taking & Documentation

• Implement an organized note-taking system to capture critical information from Day One.
• Transfer notes from tools like an iPad into centralized digital platforms (e.g., ClickUp) for easy access and tracking.

Standard Operating Procedures (SOPs)

• Collaborate with team members to gather information and document procedures, such as client onboarding protocols.
• Structure SOPs so they are easy to understand, update, and follow.

Inbox Management

• Oversee the CEO's inbox, promptly responding to or flagging urgent matters. Ensure nothing important is overlooked by maintaining a structured categorization and follow-up system.

Internal & External Communication

• Serve as a point of contact for client inquiries, scheduling calls, and maintaining professional relationships.
• Act as a liaison for team communication to keep everyone aligned on deadlines and deliverables.

Event Representation & Local Travel

• Be willing to travel within Chicago to attend PR and BNI events as the CEO's proxy.
• Represent the company professionally, gather relevant updates, and report back key insights.

Long-Term Commitment

• Demonstrate reliability and a desire to grow with the company, taking on new challenges as the role evolves.

Design and Social media

• Demonstrate basic design skills; knows how to use Canva
• Has experience managing social media calendars for different platforms

Qualifications

• Experience: At least 1-2 years as an Administrative Assistant or similar role.
• Education: Bachelor's degree in business, communication, or related field
• Technical Skills: Proficiency in email management, calendar systems (e.g., Google Calendar, Outlook), and project management tools (e.g., ClickUp).
• Language: Fluency in English and Spanish is preferred (but not mandatory)
• Availability: Willing to start in a hybrid capacity and transition to working full-time onsite.
• Travel: Must be open to traveling locally within Chicago for professional events.
• Soft Skills: Excellent communication, organization, and prioritization abilities; strong note-taking and documentation skills; resourceful and capable of working independently.

Assessment & Next Steps

Shortlisted candidates will be asked to complete a scenario-based assessment followed by interview sessions. If you are an organized, bilingual professional who enjoys balancing administrative tasks with communication duties - and you are eager to establish a long-term relationship within a growing firm, we encourage you to apply

Job Types: Full-time, Contract

Pay: Up to $45,000.00 per month

Benefits:

• Health insurance

Application Question(s):

• Will you be able to reliably commute to and from work?

Education:

• Bachelor's (Required)

Experience:

• Executive administrative support: 1 year (Required)

Language:

• Spanish (Preferred)

Willingness to travel:

• 50% (Required)

Work Location: In person