Administrative Assistant

A leading real estate organization is seeking an Administrative Assistant to support its CEO and COO in a newly created, highly visible role. This full-time, hybrid position is based in Chicago, Illinois and offers a salary of $70,000$75,000, depending on experience. This opportunity is ideal for an experienced administrative professional who enjoys bringing structure to fast-paced environments, managing multiple priorities, and serving as a trusted resource to executive leadership. The Administrative Assistant will play a key role in supporting daily executive operations, improving organizational processes, managing contracts and records, and helping leadership stay organized and focused on strategic priorities. The ideal candidate is proactive, detail-oriented, service-minded, and thrives in a dynamic environment where priorities can shift quickly.

Responsibilities of the Administrative Assistant:

• Provide administrative support to the CEO and COO, including calendar coordination, scheduling, meeting logistics, and follow-up.
• Monitor executive email inboxes, prioritize communications, draft responses, and help ensure timely follow-up on important matters.
• Organize and maintain company contracts by creating a centralized filing system and managing records across platforms such as DocuSign and internal files.
• Prepare presentations, reports, Board communications, and other executive-level materials.
• Coordinate travel arrangements, process expense reports, and assist with executive administrative tasks.
• Maintain organized digital filing systems, support special projects, coordinate member gifts, and assist with additional administrative initiatives as assigned.
• Identify opportunities to improve administrative processes, maintain confidentiality, and provide exceptional internal and external customer service while supporting a fast-paced executive team.

Qualifications of the Administrative Assistant:

• Minimum of 3 years of administrative support experience, preferably supporting executive leadership.
• Strong organizational skills with the ability to manage contracts, maintain accurate records, and create efficient filing systems.
• Experience managing multiple priorities, coordinating calendars, monitoring executive communications, and supporting day-to-day administrative operations.
• Excellent written and verbal communication skills with a professional, customer-service-oriented approach.
• Strong attention to detail, sound judgment, and the ability to remain composed in a fast-paced, evolving environment.
• Proficiency with Microsoft Office Suite (Word, Excel, PowerPoint, and Outlook); experience with DocuSign, HubSpot, and Concur is a plus.
• Associate's or bachelor's degree preferred but not required, along with the confidence, initiative, and professionalism to effectively support senior leadership.

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