A well-known investment firm is seeking an experienced Administrative Assistant to join their Chicago, IL team. This contracted position offers the opportunity to work in a dynamic and fast-paced environment, providing administrative support to senior leaders and their teams.
Key Responsibilities:
Provide administrative support across various teams within Asset & Wealth Management, adapting to changing needs and priorities.
Manage complex calendar schedules, coordinate meetings across multiple time zones, and ensure all logistics are handled efficiently.
Organize and coordinate internal and client-facing meetings, including booking conference rooms, arranging catering, and ensuring all materials are prepared.
Handle high volumes of incoming calls, take accurate messages, and follow up as needed.
Arrange domestic and international travel, including itineraries, accommodations, and other logistics.
Process expenses and invoices in a timely manner, ensuring adherence to company policies.
Maintain awareness of key priorities and proactively offer support to various teams.
Adhere to compliance guidelines and secure necessary approvals for activities when required.
Handle general administrative tasks, such as phone answering, copying, scanning, and supporting ad hoc projects.
Qualifications:
2-3+ years of experience as an Administrative Assistant, ideally within a financial services or corporate environment.
Strong organizational and multitasking skills, with the ability to prioritize effectively in a fast-paced environment.
High attention to detail, ensuring accuracy and efficiency in all tasks.
Excellent interpersonal and communication skills, with the ability to collaborate across teams locally and globally.
Proactive mindset with the ability to anticipate needs, take initiative, and follow through on tasks independently.
Strong judgment, discretion, and professionalism, with the ability to maintain confidentiality and handle sensitive information.
Ability to remain calm under pressure and manage multiple tasks simultaneously.
Proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint) and Zoom; Concur experience is a plus.
*Please submit your resume for immediate consideration!
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