Administrative Assistant

Summary

Provide high level administrative support to senior executives in the Chicago office including calendar and travel management, expense processing, meeting coordination and general office administration. Collaborate with other administrative assistants and executive committee members while maintaining discretion and strong communication with internal teams. Support day to day operations and ad hoc projects with attention to organization and client confidentiality.

Responsibilities

• Manage daily calendars and resolve scheduling conflicts
• Maintain master calendar including departmental vacation and travel schedules
• Coordinate comprehensive travel arrangements and prepare itineraries
• Prepare and process accurate expense reports through ExpenseVisor
• Prepare PowerPoint presentations for senior management and meetings
• Organize logistics for meetings and interviews including room reservations and catering
• Process invoices and assist with accounts payable tasks
• Manage office supplies, deliveries, shipments and vendor services
• Transcribe and distribute meeting minutes and support ad hoc projects

Requirements

• 4-6 years previous administrative assistant experience supporting high level or multiple executives
• Advanced Microsoft Office skills with emphasis on Word Excel and PowerPoint
• Ability to handle highly confidential client information with discretion
• Strong organizational multitasking and prioritization skills
• Excellent written and verbal communication and ability to work independently
• Former retail environment experience preferred
• Bilingual English and Spanish preferred
• Bachelor’s degree preferred