Job Description

Job Title: Administrative Assistant – Hiring FAST!
Industry: Finance
Location: Chicago, IL
Pay Rate: $29/HR on W2 Only – NO C2C
Setting: Onsite Required (Hybrid/Remote is NOT an Option)
Duration: 12+ months
Job ID: 245415

Required Qualifications:

• Demonstrated experience providing administrative support to executives or senior professionals in a complex environment, preferably within financial services, the private sector, or government.
  
• Strong interpersonal, written, and verbal communication skills, with the ability to collaborate effectively across local and global teams.
  
• Proven ability to remain calm, organized, and responsive while managing competing priorities in a fast-paced, high-volume environment.
  
• Exceptional attention to detail, organizational skills, and follow-through, with strong anticipation and problem-solving capabilities.
  
• High degree of professionalism, integrity, and diplomacy.
  
• Proactive, reliable, and adaptable team player with a positive attitude and willingness to support where needed.
  
• Strong proficiency in Microsoft Word, Excel, PowerPoint, Outlook, and Zoom.
  
• Familiarity with expense platforms such as SAP Concur.

Responsibilities:

• Administrative & Business Support
  
  • Serve as a trusted administrative partner, supporting multiple executives and their teams as needed
    
  • Provide day-to-day administrative and operational assistance, including documentation, records management such as filing and scanning, time entry, invoices, and ad hoc projects.
    
• Calendar, Meetings & Communications
  
  • Proactively manage dynamic & complex calendars across multiple time zones, prioritizing meeting requests and coordinating internal and external meetings, conference calls, and video conferences.
    
  • Act as a primary point of contact for scheduling communications, including high volumes of phone calls, ensuring timely, accurate messaging and professional interaction with senior leaders and clients.
    
  • Coordinate meetings onsite as well as externally, working with conference services to secure rooms, arranging catering, registering guests, and ensuring materials are prepared.
    
• Travel & Expenses
  
  • Arrange domestic and international travel, including flights, accommodations, ground transportation, and visa procurement as required.
    
  • Prepare and submit expense reports and process related invoices in a timely and accurate manner, utilizing approved expense platforms.
    
• Compliance & Confidentiality
  
  • Handle highly confidential and sensitive client and business information with discretion and sound judgment.
    
  • Adhere to compliance requirements and obtain necessary approvals in accordance with firm policies.