Administrative Assistant

Job Description

We’re looking for an individual with a minimum of three years’ administrative experience working in a fast-paced environment who is skilled in calendar management, travel coordination, expense reporting, and supporting workflow and procedural efficiency.  

The successful candidate will be highly organized, have a passion for details, record-keeping and problem solving, and thrive in a team setting.  

This role is also member of the Administrative Team and is fully in the office. 

Role Responsibilities:  

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• Schedule routine meetings, send invitations and reminders, reserve rooms, and coordinate Zoom/Teams links   
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• Manage meeting and event logistics, including catering, materials, and registrations   
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• Book routine travel, maintain itineraries, and process travel changes   
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• Prepare expense reports; collect receipts and supporting documentation   
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• Format documents, presentations, and draft proposals   
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• Print, scan, copy, distribute, upload, mail, and ship documents and materials   
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• Maintain shared folders, files, and administrative records   
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• Perform routine data entry and simple reporting, including contact and CRM/ERP updates   
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• Track routine administrative deadlines   
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• Manage supplies and new hire equipment disbursement 
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• Provide general office and administrative support  
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• Coordinate and host quarterly and simple reporting including contact and CRM/ERP updates  
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• Track routine administrative deadlines  
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• Manage supplies and new hire equipment disbursement 
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• Provide general office and administrative support 
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• Coordinate and host quarterly Project Sharing cross-company presentations  
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• Prepare time sheets  
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Skills and Qualifications  

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• Mastery of Microsoft Office 365. Experience with RAMP and Deltek Vantagepoint a bonus, but not required. 
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• Excellent organizational skills and love of problem solving 
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• Energetic attitude and ability to work well within a team and a hands-on, strategic environment. 
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• Expert in written and verbal communication skills, particularly with internal team members 
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• Decision-making skills to work autonomously and manage specific tasks 
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• Communication and collaboration skills to support personnel, management and clients 
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• Writing skills to ensure emails and documents and uphold the brand identity 
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• Calendar and schedule management skills 
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• Knowledge of office procedures and equipment 
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• Familiarity with internal and external customer service principles 
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• Ability to handle confidential information responsibly 
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• Associate or bachelor’s degree 
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What We Offer:

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• Competitive salary and benefits package  
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• Please see a list of our benefits on our careers page  
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• Opportunities for professional development and career growth.  
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• Collaborative and supportive work environment. 
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Additional Information:   

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• Work Environment: Monday through Friday 8:30-5:30 with an hour for lunch/breaks. 
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• Benefits: Health benefits, paid time off, 401(k), to/from office commute paid, or parking provided, cell phone stipend and opportunities for career growth within a dynamic and expanding company. 
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• Salary: Range is $50,000-62,000 plus company bonus opportunity; the offer will be based on experience, skills and background in similar positions.  
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Working Conditions:  

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• Work Location: Full-time on-site in the Chicago office. 
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• Desk Setup: Assigned desk with standard lighting and climate control. 
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• Computer Use: Extended periods spent sitting at a desk and looking at a computer monitor. A laptop computer and large desktop monitor is provided. 
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• Communication: Regular interaction with team members in person, via phone, and through digital collaboration tools (Outlook, Teams). 
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• Mobility: Movement around the office to access printers, supplies and meeting rooms. 
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Workplace Safety & Policies 

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• Safety Standards: Adherence to standard indoor safety and building emergency procedures. 
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• Dress Code: Office dress code requirements - business casual 
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How to Apply:    

Do not submit on LinkedIn. Please submit your resume and a cover letter outlining your relevant experience to our Director of Human Resources, Meg Graham at  View email address on ziprecruiter.com