Administrative Assistant

Our client is an exceptional global firm seeking an experienced Executive Assistant to support a C-level executive and serve as a trusted partner in managing a wide range of executive and administrative priorities. This highly visible role requires a polished, proactive professional who can anticipate needs, manage competing demands, and ensure the smooth operation of the executive's office.

The ideal candidate is exceptionally organized, resourceful, and discreet, with the ability to handle sensitive information and navigate a fast-paced environment with professionalism and sound judgment. Acting as a key liaison between the executive, leadership team, employees, and external stakeholders, this individual will play a critical role in supporting strategic initiatives, facilitating communication, and driving operational efficiency across the organization.

Responsibilities

• Manage a C-level executive's schedule, coordinating meetings, appointments, travel arrangements, conferences, and departmental activities while balancing competing priorities and resolving scheduling conflicts.
• Serve as a primary point of contact by monitoring calls, emails, and correspondence, responding directly when appropriate and ensuring urgent matters are addressed promptly.
• Draft, edit, and prepare a variety of business materials, including presentations, reports, meeting agendas, communications, spreadsheets, and supporting documentation.
• Review documents and communications for accuracy, grammar, formatting, and overall quality before final distribution.
• Handle highly confidential information with professionalism, discretion, and sound judgment.
• Provide administrative support for Human Resources initiatives, projects, and special assignments, including assistance with executive presentations and planning activities.
• Assist with departmental budget administration, invoice processing, vendor coordination, and expense reimbursement activities.
• Generate, analyze, and format reports from the HRIS system, delivering information on a scheduled basis or in response to management requests.
• Maintain personnel records, files, and documentation in accordance with established policies and procedures.
• Support employee engagement efforts, including recognition programs, service awards, milestone celebrations, and holiday-related activities.
• Track recruiting activity by maintaining position status reports, hiring logs, and related audit documentation.
• Respond to employee inquiries in a timely and service-oriented manner, directing questions to the appropriate HR team members when needed.
• Partner closely with fellow administrative professionals to ensure seamless departmental coverage and support during absences or peak workloads.
• Coordinate with internal departments and external service providers to facilitate day-to-day operations and project execution.
• Manage the ordering and distribution of business cards and other office materials.
• Oversee incoming mail distribution and related administrative tasks.
• Contribute to additional projects and perform other duties as assigned to support the needs of the Human Resources team and broader organization.

Ideal Experience

• Bachelor’s degree preferred.
• 3+ years of administrative or executive support experience, ideally supporting senior leaders in a professional services or corporate environment.
• Advanced proficiency with Microsoft Office Suite, including Outlook, Word, Excel, and PowerPoint; experience with Visio is a plus.
• Familiarity with HR systems (such as Workday) and expense management platforms.
• Exceptional written and verbal communication skills, including strong proofreading and editing abilities.
• Highly organized with outstanding attention to detail and the ability to manage multiple priorities in a fast-paced environment.
• Strong judgment, discretion, and commitment to maintaining confidentiality.
• Self-motivated with the ability to work independently while collaborating effectively across teams.
• Resourceful problem-solver with excellent interpersonal and relationship-building skills.
• Comfortable working under deadlines and adapting to changing priorities.

The Larko Group is a women-owned, premier staffing and recruiting firm based in Chicago with a nationwide reach. We specialize in Direct Hire, Temp-to-Hire, and Temporary/Project placements across a wide range of roles, including Executive Assistants, Administrative Assistants, Personal Assistants, Chief of Staff, Office Managers, Receptionists, General Office, Event Support, Project Management, and Customer Service.