Administrative Assistant

Senior Administrative Assistant

We are seeking an experienced Senior Administrative Assistant to provide high-level administrative, operational, and executive support within Investment & Corporate Banking. This role is responsible for ensuring seamless day-to-day business operations by supporting executives and senior leaders through calendar management, meeting coordination, event planning, expense management, travel arrangements, reporting, and operational administration.

The successful candidate will act as a key partner across a large and collaborative business group, helping maintain operational continuity during periods of transition, absence, or increased workload. This position requires a highly organized, proactive, and detail-oriented professional who thrives in fast-paced corporate environments and is comfortable managing multiple priorities while maintaining a high level of professionalism and discretion.

Location: Chicago, IL (Hybrid 4 days in office) Contract Length: 12 Months (Extension or FTE Conversion Possible) Hours: 8:30 AM5:00 PM CST Pay: W2: $28.5/h

Responsibilities

• Provide specialized administrative and operational support to executives, senior managers, and business teams within a large and diverse department.
• Manage complex calendars, schedule meetings, coordinate conference rooms, and arrange meeting logistics to support efficient operations.
• Coordinate and support department events, workshops, training sessions, and stakeholder meetings.
• Prepare, edit, and distribute professional communications, presentations, reports, policies, and correspondence.
• Track metrics, milestones, budgets, invoices, expense claims, and reporting activities to support business operations and strategic initiatives.
• Process invoices and expense reports in accordance with established processes, vendor agreements, and control standards.
• Coordinate travel arrangements including flights, accommodations, itineraries, and related logistics.
• Maintain organized filing systems and ensure operational documents and records are accurate, accessible, and up to date.
• Support onboarding, office moves, seating arrangements, contractor coordination, and other facilities-related activities while minimizing business disruption.
• Maintain office supply inventory and coordinate purchasing activities as required.
• Coordinate staff scheduling, vacation tracking, training registrations, and related administrative functions.
• Analyze operational issues, identify process improvement opportunities, and recommend solutions to improve efficiency and effectiveness.
• Collaborate with internal stakeholders and external vendors to support business objectives and deliverables.
• Provide coaching and guidance to junior administrative assistants as needed.
• Ensure adherence to operational procedures, internal controls, risk management frameworks, and applicable policies and regulations.
• Handle escalations, prioritize competing requests, and complete complex administrative tasks with accuracy and professionalism.

Qualifications

• 35+ years of experience in an administrative, executive support, or professional support function within a corporate environment.
• Proven experience supporting senior leaders, executives, or large business teams in fast-paced organizations.
• Strong organizational and time management skills with the ability to manage multiple priorities simultaneously.
• Excellent written and verbal communication skills with strong attention to detail and professionalism.
• Demonstrated analytical and problem-solving capabilities with the ability to independently manage issues and determine next steps.
• Strong collaboration and stakeholder management skills across cross-functional teams.
• Experience coordinating meetings, travel, events, budgets, invoices, and expense management activities.
• Ability to maintain confidentiality and exercise sound judgment in handling sensitive information.
• Proficiency with Microsoft Office Suite including Outlook, Excel, Word, PowerPoint, and Teams.
• Strong administrative coordination skills including scheduling, documentation management, and operational support.

Preferred

• Experience supporting teams within financial services, banking, or large enterprise environments.
• Prior experience working in hybrid office environments with facilities or workplace coordination responsibilities.
• Experience mentoring or supporting junior administrative staff.
• Relevant post-secondary education in Business Administration, Office Administration, or related discipline considered an asset.

We are an equal opportunity employer and value diversity at our company. We do not discriminate on the basis of race, religion, color, national origin, gender, sexual orientation, age, marital status, veteran status, disability status, or other non-merit factor. We are committed to creating a diverse and inclusive environment for all employees.