Executive Administrative Assistant

Job Title: Executive Administrative Assistant

Location: Chicago, IL 60606

On Site Work

Contract Length: 12+ Months

Pay Rate: 31.25/HR

Job Details:

Provide administrative support to multiple Wealth Advisors and Managing Directors in a team-oriented environment. Must have executive administrative experience, complex calendar management, travel coordination, expense reporting, and strong organizational skills.

Hard Requirements

• Administrative Assistant supporting executives
• Microsoft Office (Word, Excel, PowerPoint, Outlook)
• Zoom
• SAP Concur familiarity
• Calendar management
• Travel coordination
• Confidential information handling

Required Qualifications

• Experience as an Administrative Assistant supporting executives in a complex environment
• Financial services, private sector, or government experience preferred
• Ability to exercise excellent judgment and discretion handling confidential information
• Excellent interpersonal and teamwork skills
• Ability to work collaboratively with local and global teams
• Ability to prioritize and handle multiple tasks in a busy environment
• Excellent written and verbal communication skills
• Strong attention to detail and organizational skills
• Quick learner and self-starter
• Proactive problem solver and independent thinker
• High degree of integrity, professionalism, and diplomacy
• Proficiency in Microsoft Word, Excel, PowerPoint, Outlook, and Zoom
• Familiarity with SAP Concur expense platform
• Positive team player

Responsibilities

• Support multiple Wealth Advisors and Managing Directors
• Manage complex calendars across multiple time zones
• Coordinate meetings and conference calls
• Handle high-volume phone calls
• Coordinate domestic and international travel, including visas
• Process expense reports and invoices
• Schedule internal and client meetings
• Coordinate conference rooms, catering, guest registration, and meeting materials
• Perform general administrative duties including copying, scanning, filing, mailing, archiving, time entry, and phone coverage
• Handle confidential client information
• Support Wealth Management client service
• Adhere to compliance regulations
• Assist with additional projects as assigned