Administrative Coordinator

Our client, an established financial services firm, seeks a highly organized, proactive Administrative Coordinator to support its investment team. This role offers the opportunity to work closely with investment professionals, providing high-level administrative and project support while helping keep important initiatives, information, and day-to-day operations moving forward.

The ideal candidate is someone who enjoys taking ownership, connecting the dots, and staying a step ahead. From coordinating complex travel and meetings to supporting investment research, due diligence, and team projects, this individual will play an important role in keeping the team organized, informed, and operating effectively. Strong judgment, attention to detail, and the ability to manage competing priorities are essential.

Responsibilities

• Research, compile, organize, and share investment-related information and resources with the team.
• Support the manager's due diligence efforts by collecting information from external sources, organizing documentation, tracking outstanding requests, and monitoring progress.
• Assist with coordinating internal meetings focused on investment activities and initiatives.
• Serve as a professional point of contact for external parties, arranging and coordinating meetings and appointments across multiple time zones.
• Partner with fellow coordinators to manage shared responsibilities and ensure effective team support.
• Contribute to internal projects and take ownership of assignments as needed.
• Develop, organize, and maintain the team's CRM and SharePoint resources.
• Oversee document organization, information management, and other administrative processes that support team efficiency.
• Manage multiple assignments and special projects while adapting to changing priorities.
• Coordinate complex domestic and international travel, including multi-city itineraries, visa and passport renewals, last-minute changes, and coordination with colleagues across the firm.
• Maintain frequent traveler profiles and loyalty accounts for airlines, hotels, and rental car providers.
• Prepare, review, and submit expense reports on behalf of team members.

Ideal Experience

• Bachelor's degree required, with 3–5 years of administrative experience supporting professionals in a corporate or professional services environment.
• Experience in the investment or financial services industry is preferred.
• General understanding of investment concepts and an interest in financial markets.
• Strong written and verbal communication skills, including the ability to prepare and edit professional correspondence.
• Excellent organizational skills, sound judgment, and the ability to think critically and resolve problems.
• Highly detail-oriented, with a commitment to accuracy and follow-through.
• Collaborative team player who brings a positive, proactive, and solutions-oriented approach.
• Comfortable working independently while managing multiple priorities and adjusting to changing deadlines.
• Proficiency in Microsoft Office (Word, Excel, PowerPoint, and Outlook), Adobe Acrobat, and other business applications.
• Willingness to provide occasional flexibility outside standard business hours, including evenings and weekends, to accommodate team needs and international travel.

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Larko 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.