Administrative Assistant Job at Career Group in Chicago

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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