Administrative Assistant at Inspira Financial Trust, LLC in Oak Brook, Illinois

Job Description:

Take the next step in your journey at Inspira Financial. You will help businesses and individuals thrive today, tomorrow, and into retirement. Become part of a company that is people centric and client obsessed in every interaction; a community of forward-thinking individuals focused on driving results to deliver our mission with an unwavering commitment to integrity. Join us as we strengthen and simplify the health and wealth journey relentlessly pursuing better outcomes for all.

Dont meet every single requirement? Here at Inspira Financial, we believe there is no perfect candidate and want to encourage applying even if all the requirements listed arent met. Our goal is to build an authentic workplace by valuing diversity in our candidates. We work to ensure that our team reflects the diversity of the businesses and clients we serve. We are always looking to expand our growing team with dynamic and enthusiastic individuals. If you enjoy a collaborative, fun environment that champions career development, Inspira Financial is the place for you! We look forward to receiving your application! Check out this Inspira Financial video to learn more about our company!

The Administrative Assistant will report to the Sr. Director, Investor and Strategic Relations in the Finance Department This role is responsible for providing administrative and organizational support to Executive team as needed, while managing time sensitive tasks, including scheduling, meeting coordination, expense reporting, and communication. This position requires excellent organizational skills, the ability to anticipate needs, think critically, and offer solutions to problems with a high level of professionalism and confidentiality.

Duties & Responsibilities:

• Assist in managing and optimizing daily schedules, ensuring time is allocated effectively for meetings, tasks, and priorities. Handle scheduling requests and appointments, ensuring minimal conflicts and efficient use of time.
• Coordinate and organize meetings, including preparing agendas, managing invitations, booking meeting rooms, and setting up conference calls. Ensure all necessary materials are available, and follow up on action items.
• Manage corporate and personal gift-giving on behalf of executives, including selecting, purchasing, and delivering gifts for clients, employees, and stakeholders. Draft and send personalized thank-you notes or other forms of appreciation as requested.
• Prepare and submit expense reports for executives, ensuring accuracy and adherence to company policies. Track expenses and follow up on reimbursements when necessary.
• Plan and coordinate travel arrangements for executives, including booking flights, hotels, transportation, and preparing detailed itineraries. Ensure that all travel logistics are well-organized and executed smoothly.
• Assist in planning and organizing corporate events and off-site meetings.
• Prioritize inquiries and requests while troubleshooting conflicts; make judgements and recommendations to ensure smooth day-to-day operations
• Other duties as assigned.

• 1-3 years of experience supporting C level executive
• Bachelors Degree preferred

• Prior executive support experience preferred
• Strong proficiency with Microsoft Office with ability to design and edit graphic presentations and materials.
• Strong verbal and written communication skills.
• Strong organizational skills and impeccable attention to detail.
• High degree of professionalism in dealing with diverse groups of people, including senior executives, staff, vendors, etc.
• Make appropriate, informed decisions regarding priorities and available time.
• Ability to complete a high volume of tasks and projects with little or no guidance.
• Ability to react with appropriate levels of urgency to situations and events that require quick response or turnaround.
• Able to maintain a high level of integrity and discretion in handling confidential information.
• Thrive in an intense, do-it-yourself, start-up environment.