THE LARKO GROUP
Administrative Assistant, Chicago, IL (Hybrid)
THE LARKO GROUP, Chicago, Illinois, United States, 60290
Administrative Assistant, Chicago, IL (Hybrid)
The Marketing Administrative Assistant provides vital support to the Chief Marketing Officers, handling a variety of administrative responsibilities. These include scheduling, coordinating meetings and conferences, managing communications, assembling materials, generating reports, and contributing to special projects. The role requires balancing multiple complex assignments simultaneously and using independent judgment to prioritize and organize tasks. The assistant interacts with a diverse array of external and internal contacts, often handling confidential documents, and must exercise sound judgment while doing so, seeking guidance from a supervisor when necessary.ResponsibilitiesProvides comprehensive administrative support to the executives, ensuring efficient schedules, including coordinating meetings, appointments, and travel arrangements.Act as the first point of contact, handling correspondence, screening calls, and managing communications with internal and external stakeholders.Prepares and edits correspondence, communications, presentations, and other documents on behalf of the executives.Schedules and prepares for meetings, videoconferences, and conference calls, including arranging and updating meeting space, A/V needs, and preparing and distributing meeting agendas, materials, and minutes.Organize and manage logistics for departmental meetings, conferences, and special events, including venue selection, catering, and technical requirementsMaintains a global marketing calendar available to all offices and the Marketing Administration calendar for department-wide meeting management.Maintains department documents, including phone lists and organization charts.Maintain department staff documentation and support updates to the department intranet page, including “whom to call” charts, email distribution lists, and department organization chart.Edits documents and presentations, proofreads copy for spelling, grammar, and layout, utilizing document processing and proofreading group when needed; distributes files to others.Maintain comprehensive and organized electronic and physical filing systems.Process invoices and expense reports, ensuring timely reimbursement and payment using Chrome River.Covers phone and scheduling for functional directors in Chicago, handling messages and routine questions; serves as out-of-office contact for all functional directors, routing requests to the appropriate person.Assists in maintaining a department resource that addresses frequently asked questions, department standards, and best practices.Assists with holiday and service awards, including coordinating weekly anniversary acknowledgment for Marketing staff.Ideal ExperienceMinimum 3 years in an administrative/executive assistant role.Proficient in Microsoft Office Suite; Visio and Document Management System experience preferred.Strong project management, organizational, and multitasking skills.Excellent proofreading, grammar, punctuation, and typing accuracy (60 WPM).Strong interpersonal communication, analytical, and problem-solving abilities.Able to maintain confidentiality, exercise good judgment, and work well under pressure.
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The Marketing Administrative Assistant provides vital support to the Chief Marketing Officers, handling a variety of administrative responsibilities. These include scheduling, coordinating meetings and conferences, managing communications, assembling materials, generating reports, and contributing to special projects. The role requires balancing multiple complex assignments simultaneously and using independent judgment to prioritize and organize tasks. The assistant interacts with a diverse array of external and internal contacts, often handling confidential documents, and must exercise sound judgment while doing so, seeking guidance from a supervisor when necessary.ResponsibilitiesProvides comprehensive administrative support to the executives, ensuring efficient schedules, including coordinating meetings, appointments, and travel arrangements.Act as the first point of contact, handling correspondence, screening calls, and managing communications with internal and external stakeholders.Prepares and edits correspondence, communications, presentations, and other documents on behalf of the executives.Schedules and prepares for meetings, videoconferences, and conference calls, including arranging and updating meeting space, A/V needs, and preparing and distributing meeting agendas, materials, and minutes.Organize and manage logistics for departmental meetings, conferences, and special events, including venue selection, catering, and technical requirementsMaintains a global marketing calendar available to all offices and the Marketing Administration calendar for department-wide meeting management.Maintains department documents, including phone lists and organization charts.Maintain department staff documentation and support updates to the department intranet page, including “whom to call” charts, email distribution lists, and department organization chart.Edits documents and presentations, proofreads copy for spelling, grammar, and layout, utilizing document processing and proofreading group when needed; distributes files to others.Maintain comprehensive and organized electronic and physical filing systems.Process invoices and expense reports, ensuring timely reimbursement and payment using Chrome River.Covers phone and scheduling for functional directors in Chicago, handling messages and routine questions; serves as out-of-office contact for all functional directors, routing requests to the appropriate person.Assists in maintaining a department resource that addresses frequently asked questions, department standards, and best practices.Assists with holiday and service awards, including coordinating weekly anniversary acknowledgment for Marketing staff.Ideal ExperienceMinimum 3 years in an administrative/executive assistant role.Proficient in Microsoft Office Suite; Visio and Document Management System experience preferred.Strong project management, organizational, and multitasking skills.Excellent proofreading, grammar, punctuation, and typing accuracy (60 WPM).Strong interpersonal communication, analytical, and problem-solving abilities.Able to maintain confidentiality, exercise good judgment, and work well under pressure.
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