Administrative Assistant
3 weeks ago
Job Title: Administrative Assistant
Location: Chicago, IL
4x in office
Job Overview: We are seeking a proactive and personable Administrative Assistant to support a team of approximately 4 Managing Directors based in our Chicago office. The ideal candidate will have prior experience managing heavy domestic and international travel arrangements, with a focus on calendar management, itinerary planning, and logistical coordination. Strong organizational skills, attention to detail, and proficiency in Microsoft Office Suite are essential for success in this role. Event management experience is preferred, and proficiency in Customer Relationship Management (CRM) software is a plus. The Administrative Assistant will play a crucial role in ensuring the efficient operation of the team and providing high-quality administrative support to facilitate their success.
Responsibilities:
- Calendar Management: Coordinate and manage complex calendars for the Managing Directors, including scheduling meetings, conference calls, and appointments, ensuring accuracy and efficiency.
- Travel Coordination: Arrange domestic and international travel accommodations, including flights, hotels, ground transportation, and visas, while optimizing itineraries and adhering to travel policies and budgets.
- Itinerary Planning: Prepare detailed travel itineraries and agendas, providing essential information such as meeting locations, contact details, and relevant documents, to ensure smooth travel experiences for the team.
- Logistical Support: Provide logistical support for team meetings, conferences, and events, including venue selection, catering arrangements, audiovisual setup, and coordination with external vendors.
- Communication Management: Serve as a primary point of contact for internal and external stakeholders, screening calls, responding to inquiries, and handling correspondence in a professional and timely manner.
- Document Preparation: Prepare and format documents, presentations, and reports using Microsoft Office Suite (Word, Excel, PowerPoint), ensuring accuracy and consistency in branding and messaging.
- Data Management: Maintain and update contact lists, client databases, and project files using CRM software, ensuring data integrity and accessibility for the team.
- Administrative Support: Provide general administrative support to the Managing Directors, including expense reporting, invoice processing, and office supply management, to facilitate their day-to-day activities.
Qualifications:
- Experience: Minimum of 3-5 years of experience as an Administrative Assistant, with prior experience supporting multiple executives or a team of professionals.
- Travel Experience: Proven experience managing complex domestic and international travel arrangements, including itinerary planning, visa processing, and travel logistics.
- Event Management: Preferred experience in planning and coordinating corporate events, conferences, or meetings, with strong organizational and multitasking abilities.
- Technical Skills: Proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint) is required. Experience with CRM software is preferred.
- Personality Traits: Personable, friendly, and proactive attitude with excellent interpersonal skills and the ability to work effectively in a team-oriented environment.
- Organizational Skills: Strong attention to detail, ability to prioritize tasks, and manage multiple deadlines in a fast-paced environment.
Compensation:
- 70k-80k base + bonus + OT
- Comprehensive benefits package
- Opportunities for professional development and growth
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