Executive/Personal Administrative Assistant
Administrative Assistant Job 4 miles from Villa Park
As Executive Assistant to the President/Owner of Razny Jewelers, you will be primarily responsible for maximizing the President's time while promoting a positive company image. Through your duties as a liaison, you will maintain relationships between the president, his executives and his employees. This position requires a professional who has strong judgement, is well-organized, efficient, adaptable and has a strong work ethic.
Job Responsibilities
Coordinate and prioritize daily appointments and business obligations by managing several complex calendars and keeping in constant communication with the President.
Professionally represent the company president when greeting his clients in stores, organizing company events/meetings, reviewing correspondence and responding to inquiries made to the president.
Produce and distribute the company communication from the President/Owner
Develop itineraries and agendas including scheduling flights, arranging other transportation and book accommodations.
Complete special projects as assigned by president.
May include creative problem solving, progress oversight, working with multiple company departments and extensive company research.
Maintain effective daily operations and make suggestions for process improvements when necessary.
Arrange complex travel accommodations and schedules; compile information and prepare documents accordingly.
Compose and format confidential and time-sensitive documents, reports and presentation materials and act as a curator of any documents and records.
Screen and respond to incoming calls and correspondence, acting as a "Gatekeeper" and act as a direct liaison with vendors/customers/partners/employees when necessary.
Requirements
Bachelor's Degree
3-5 years of experience as an executive assistant
Excellent verbal and written communication skills
Detail- and deadline-oriented multitasker
Ability to make strong decisions under pressure.
Understands the need for flexibility in a schedule that is ever-changing.
Strong organizational skills
Customer service experience necessary
Flexible with schedule and available on weekends
Open to travel to several store locations in the Chicagoland area when necessary
Open to working for a fast-growing family-run business.
Personal and Executive Assistant
Administrative Assistant Job 15 miles from Villa Park
Our client, a prestigious financial services firm, is seeking a highly skilled Personal and Executive Assistant to support its CEO. This role requires a proactive, intelligent, and adaptable professional who thrives in a fast-paced environment while maintaining the highest level of confidentiality and discretion.
Key Responsibilities:
Manage and optimize the CEO's complex schedule, meetings, and travel logistics
Arrange and coordinate domestic and international travel, including private jet bookings and detailed itineraries
Provide administrative and scheduling support to the CEO's spouse
Oversee personal and household matters, including vendor management and bill payments
Handle expense reporting, medical claims, and financial documentation with precision
Book reservations, secure exclusive dining and travel experiences, and assist with event planning
Serve as a gatekeeper and key point of contact for personal and professional engagements
Ideal Candidate Profile:
10+ years of experience as a Personal or Executive Assistant, preferably in finance or professional services
Strong calendar management and travel coordination expertise
High level of discretion, judgment, and problem-solving skills
Exceptional organizational and communication abilities
Proficiency in MS Office (Word, Excel, PowerPoint, Outlook)
Bachelor's degree preferred
Benefits:
Our client offers a competitive benefits package, including comprehensive health insurance, retirement plans, generous paid time off, and wellness programs. Employees also enjoy professional development opportunities and a dynamic, collaborative work environment.
Beacon Hill is an equal opportunity employer and individuals with disabilities and/or protected veterans are encouraged to apply.
California residents: Qualified applications with arrest or conviction records will be considered for employment in accordance with the Los Angeles County Fair Chance Ordinance for Employers and the California Fair Chance Act.
If you would like to complete our voluntary self-identification form, please click here or copy and paste the following link into an open window in your browser: *****************************************
Completion of this form is voluntary and will not affect your opportunity for employment, or the terms or conditions of your employment. This form will be used for reporting purposes only and will be kept separate from all other records.
Company Profile:
Founded by industry leaders to set a new standard in search, career placement and flexible staffing, we deliver coordinated staffing solutions with unparalleled service, a commitment to project completion and success and a passion for innovation, creativity and continuous improvement.
Our niche brands offer a complete suite of staffing services to emerging growth companies and the Fortune 500 across market sectors, career specialties/disciplines and industries. Over time, office locations, specialty practice areas and service offerings will be added to address ever changing constituent needs.
Learn more about Beacon Hill and our specialty divisions, Beacon Hill Associates, Beacon Hill Financial, Beacon Hill HR, Beacon Hill Legal, Beacon Hill Life Sciences and Beacon Hill Technologies by visiting *************
Benefits Information:
Beacon Hill offers a robust benefit package including, but not limited to, medical, dental, vision, and federal and state leave programs as required by applicable agency regulations to those that meet eligibility. Upon successfully being hired, details will be provided related to our benefit offerings.
We look forward to working with you.
Beacon Hill. Employing the Future (TM)
Executive Personal Assistant
Administrative Assistant Job 15 miles from Villa Park
The Executive Personal Assistant to the CEO of a financial firm serves as a trusted right hand, managing high-level administrative and personal responsibilities with precision and discretion. From orchestrating complex calendars, commercial and private travel arrangements, to handling confidential communications and special projects, this role requires a proactive problem-solver who thrives in a fast-paced environment. The ideal candidate is highly organized, adaptable, and always one step ahead, ensuring the CEO can focus on strategic priorities while seamlessly managing both professional and personal commitments.
Responsibilities
Manage, maintain, and oversee the daily, weekly, and long-term schedule for the CEO.
Strategically schedule meetings with the internal team and the CEO.
Manage the Corporate Calendar, foreseeing any conflicts for the large weekly meetings.
Facilitate onsite meetings, greet guests, and coordinate lunches.
Book appointments, and travel arrangements for the CEO and family members.
Plan domestic & international business trips and personal vacations.
Create complex travel itineraries with drivers, greeters, and hotel information, ensuring an error-free travel experience. Retrieve charter quotes and options.
Leverage concierge resources and consistently check restaurants for cancellations.
Regularly calendar hotel reservations and plan for trips.
Build good relationships with restaurant managers to make dining reservations.
Arrange and coordinate meetings and events, business and personal.
Work with the office manager with Zoom links and presentation materials for meetings.
Schedule vendors to work on the CEO's residence and prepare for season changes.
Pay all personal bills, insurance policies, and submit medical claims for payment.
Support the CEO's spouse with planning business trips, organizing dining and travel lists.
File and retrieve documents and reference materials.
Prepare and submit monthly expense reports.
Other personal and business errands as needed.
Ideal Experience
Bachelor's degree preferred.
7-10 years of Personal Executive Assistant experience, preferably in financial or professional services.
Experience with private travel preferred.
Excellent calendar management skills, including the coordination of complex executive meetings.
Strong knowledge of MS Office, including Word, Excel, PowerPoint, and Outlook.
Experience scheduling travel both domestic and international.
Must be willing to travel as needed.
Extremely organized and detail-oriented, with an unwavering commitment to accuracy.
Strong initiative and ownership of responsibilities - must demonstrate a proactive and positive approach.
#117763
The Larko Group is a premier Staffing & Recruiting firm based in Chicago, with a nationwide reach, for Direct Hire, Temporary-to-Hire, and Temporary/Project jobs. We specialize in Executive Assistant, Administrative Assistant, Personal Assistant, Chief of Staff, Office Manager, Receptionist, General Office, General Labor (warehouse), Event Support, Project Management, and Customer Service.
Non Profit Executive & Personal Assistant
Administrative Assistant Job 15 miles from Villa Park
Non Profit Executive & Personal Assistant sought for a busy non-profit CEO headquartered in Chicago, Illinois. Candidates must be able to meet deadlines in a “high touch, high volume” environment where details and accuracy are paramount. Must be comfortable using the entire Microsoft Office suite, type 65-85 wpm, enjoy multi-tasking, have excellent administrative, file management skills, and phone skills and possess great judgement. Knowledge of Filemaker Pro is also a plus. Must also be experienced with calendar management, use of Outlook notices and Zoom conference calls/meetings. Previous experience booking travel arrangements without the assistance of a travel agent required. Prior project management experience also a plus. Ethics, maturity and ability to handle confidential information with integrity required. This is NOT a remote and/or hybrid position. Two years ago, 60 Minutes did a feature on The HistoryMakers. See the link below:
*************************************************
Salary and Benefits
Salary is commensurate with experience and qualifications.
The HistoryMakers
also offers a competitive benefits package that includes 403(b), PTO, health, vision and dental insurance, tuition reimbursement and school loan repayment assistance.
The HistoryMakers
The HistoryMakers,
the nation's largest African American video oral history archive(************************** is a one-of-a-kind collection, housed
permanently
at the Library of Congress. Its website (************************** accessed by millions worldwide, is sited in Wikipedia and used as a “go to” reference tool. Its digital archive(******************************* user name: *************************; password: THMDemo) has been licensed by colleges, universities, K-12 schools and public libraries for use by faculty, students and patrons and is growing in popularity in the wake of COVID19 and the focus on online learning. Within the next few years,
The HistoryMakers
will become
the
digital repository for the Black experience: providing much needed content, role models, success pathways and frameworks for a 21st century citizenry that has become increasingly less tolerant, divisive and economically and educationally disparate.
Temporary Administrative Assistant
Administrative Assistant Job 15 miles from Villa Park
This is a long term temporary, fully onsite role located in Downtown Chicago, IL.
Schedule: Monday through Friday
Pay Rate: $20-23/per hour DOE
Our client, a respected Chicago nonprofit, is looking for a Temporary Administrative Assistant to join their team!
Administrative Assistant Responsibilities:
Provide general administrative assistance, including scheduling meetings, maintaining calendars, and organizing departmental files.
Act as a point of contact for internal and external inquiries, directing them to the appropriate team members or resources.
Prepare, file, and retrieve records and other documentation as needed.
Enter and update information accurately in spreadsheets, databases, and departmental systems.
Support the creation and formatting of reports, presentations, and other departmental documents.
Help with managing office supplies, coordinating deliveries, and maintaining an organized workspace.
Perform additional clerical and administrative duties as assigned to support departmental needs.
Administrative Assistant Qualifications:
High school diploma or equivalent required.
1-2 years of prior administrative or office support experience.
Strong organizational and time-management skills.
Excellent written and verbal communication abilities.
Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) and comfort with learning new software systems.
Ability to handle sensitive information with discretion and maintain confidentiality.
Attention to detail and accuracy in all tasks.
This is a long term temporary, fully onsite role located in Downtown Chicago, IL.
Schedule: Monday through Friday
Pay Rate: $20-23/per hour DOE
City Staffing is committed to diversity, equity, and inclusion (DEI) in all aspects of our business. As a women-owned and operated business, WBE certified, we recognize the importance of creating an inclusive and welcoming work environment for all individuals regardless of age, race, creed, color, national origin, sex, ability, marital status, gender identity and/or expression, or sexual orientation.
Administrative Assistant
Administrative Assistant Job 15 miles from Villa Park
Administrative Assistant (Remote)
We are seeking a personable and detail-oriented Administrative Assistant to assist the CEO and his team of financial advisors, attorneys, and other staff.
The ideal candidate must possess a high level of client, vendor, and inter-team interaction skills and the ability to prioritize daily projects. This person will have excellent customer and organizational service skills, knowledge of the professional services industry, and a strong passion for serving others.
Key Traits:
Honesty, integrity and accountability
Maintains professional competencies and adheres to the firm's ethical standards and culture
Possess a passion to assist CEO and team members
Dedicated and loyal
High work ethic
Flexible and accommodating
High level of interpersonal skills
Reliable, follows through on commitments
Minimum Requirements:
Bachelor's Degree preferred
Effective communication with clients, advisors, and staff members
Significant familiarity with financial markets and strong understanding of the advice process
Keep an organized account of client needs and objective
Ability to prioritize and work in a deadline-driven environment
Effective and efficient time management
CRM experience
Responsibilities:
Assisting the Financial Advisor in managing the branch office to exceed client and regulatory expectations include but are not limited to:
Respond to client call-ins and needs daily
Assist CEO in projects/scheduling
Assist Financial Advisors, Wealth Managers, Accountants, and Attorneys in new acquisitions
Assist in organizing and maintaining calendars
Help, prep, and execute financial planning paperwork
Reviewing and compiling account reviews
Document CRM system with all client communications
Help build and foster a client referral system
Salary:
$55,000-$65,000
Benefits
Health Insurance
401k
PTO
Hours:
Monday - Friday: 8:00 am -5:00 pm
Presented by Advisor Employee Services Thank you for your interest in the Administrative Assistant role. Advisor Employee Services, a consulting firm located in Lenexa, Kansas, represents the top 1% of financial advisors in all 50 states in their hiring needs. Please take a moment to explore our website at **************************** the services provided. We are not a staffing firm but together we have built a reputable and continuously expanding business model that allows us to pinpoint the exact personnel needs of these established financial advisors. If you feel that you have the skills it takes for the position responsibilities listed, please apply today!
Temporary Admin Assistant for Finance Team
Administrative Assistant Job 15 miles from Villa Park
Our client, a privately-held investment management firm, is seeking a Temporary Research Administrative Assistant to support their Investment Management Team for approximately 3 months. This role will provide team-wide administrative support and requires strong multitasking skills, computer proficiency, and a familiarity with industry terminology.
The ideal candidate will have administrative support experience and a computer savviness. Proficiency in Microsoft Office (especially Excel) and a detail-oriented approach are essential.
Please note this is a temporary role that will begin the first week of April and last through mid-July.
Responsibilities:
Inputs and distributes daily research material which includes e-mails, information from morning newspapers and the internet
Assembles research information as well as gathers and compiles fundamental and technical reports
Schedules both internal and external investor relation meetings (e.g. brokers, analysts, and company management)
Coordinates domestic and international travel arrangements and prepares all necessary documentation (e.g. itinerary, summary emails, etc.)
Processes PO's, travel & expense reports, and AMEX bills for the Investment Management Team
Performs special projects and other duties as assigned by the Director of Research and Risk Management
Requirements:
2+ years of experience in similar administrative assistant role
Working knowledge of Microsoft Word, Excel, and PowerPoint required
Must exhibit customer service focus, attention to detail, and the ability to multitask
Understanding of the financial services industry including asset management and broker/dealer firms is preferred
Must be able to use discretion and maintain confidentiality
Administrative Assistant
Administrative Assistant Job 15 miles from Villa Park
Progress on your journey to success! ECLARO is currently recruiting for an Administrative Assistant in the Chicago, IL area for one of our clients.
ECLARO's client is a leading provider of healthcare workforce software and solutions. If you're up to the challenge, then take a chance at this rewarding opportunity!
Responsibilities:
Seeking individual with a strong background in customer service, managing departmental emails and schedules, and supporting a department in completing required assignments (a mix of simple to complex).
Qualifications:
Prefer BA, accounting, finance, or financial aid/higher education background available.
Shift: Day 5x8-Hour (08:00 - 16:30); Job Duration: 4 months (with possibility of contract-to-hire)
Pay Rate: $25.00 / hour
If hired, you will enjoy the following ECLARO Benefits:
401k Retirement Savings Plan administered by Merrill Lynch
Commuter Check Pretax Commuter Benefits
Eligibility to purchase Medical, Dental & Vision Insurance through ECLARO
If interested, you may contact:
Claudine Pamaranglas
*******************************
**************
Claudine Pamaranglas | LinkedIn
Equal Opportunity Employer: ECLARO values diversity and does not discriminate based on Race, Color, Religion, Sex, Sexual Orientation, Gender Identity, National Origin, Age, Genetic Information, Disability, Protected Veteran Status, or any other legally protected group status.
Project Assistant
Administrative Assistant Job 15 miles from Villa Park
A prestigious consulting firm in Chicago is seeking a highly organized and detail-oriented Project Assistant to support client delivery, large-scale projects, business development initiatives, and community engagement efforts. This role offers an exciting opportunity to contribute to high-impact projects while gaining experience in a professional services environment. This role offers a competitive salary of $65-73k, a hybrid work schedule with 2 days in office, and a comprehensive benefits package including health insurance, PTO, and 401(k).
Key Responsibilities of the Project Assistant:
Provide logistical and administrative support for client deliverables, ensuring seamless execution of engagements.
Assist in managing large-scale projects by coordinating timelines, organizing materials, and facilitating communication among stakeholders.
Support business development efforts, including proposal preparation, research, and presentation development.
Contribute to the firm's community influence initiatives by coordinating events, outreach programs, and stakeholder engagement.
Prepare, edit, and format reports, presentations, and other client-facing materials with a high level of accuracy and professionalism.
Maintain and update project documentation, ensuring accessibility and organization for internal teams.
Utilize Microsoft Office Suite to create spreadsheets, reports, and presentations to support project execution.
Collaborate with cross-functional teams to ensure timely and high-quality deliverables.
Qualifications of the Project Assistant:
Bachelor's degree required.
Prior experience in a professional services environment is preferred.
Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) with the ability to create polished and professional documents.
Extensive expertise in Excel and PowerPoint, with advanced proficiency in utilizing their full range of features and functionalities.
Experience with Adobe software, including in-depth knowledge of its function and advanced features.
Strong organizational skills and attention to detail, with the ability to manage multiple tasks in a fast-paced setting.
Excellent communication and interpersonal skills, with the ability to work effectively with internal teams and external stakeholders.
A proactive and adaptable mindset with a problem-solving approach to challenges.
P-5
Administrative Assistant
Administrative Assistant Job 15 miles from Villa Park
Company is seeking an Administrative Assistant in our Underwriting department that is able to work in a fast-paced environment and handle administrative tasks and technical administrative support for the Senior Vice President of Underwriting & Sales and provide broader support for the Underwriting Division.
Primary Responsibilities:
This position will act as a resource to handle all assigned projects and assignments for the Underwriting Division including but not limited to management of the Underwriting Division general mailbox, Certificate of Insurance issuance, and preparation and maintenance of ad hoc project-related worksheets. The primary responsibilities of the position also include the following:
• Prepare reports and correspondence.
• Develop memoranda regarding administrative issues.
• Prepare and coordinate material for Board and Committee meetings.
• Prepare, develop, and update spreadsheet files. Create reports.
• Prepare expense reports.
• Answer telephones and direct calls.
Education and Required Skills:
• High school graduate or equivalent.
• Bachelor's degree is desirable.
• Administrative training at an accredited business school.
• At least three years of administrative support experience in related field.
• Proficient in Microsoft Office software (Word, Outlook, Excel)
• Excellent spreadsheet development and maintenance skills.
• Demonstrated ability to navigate the internet and perform internet research.
• Excellent attention to detail. Excellent organizational skills.
• Excellent oral and written communication skills with a need for flexibility as priorities change.
• Ability to hold and maintain confidentiality is an absolute must.
• Professional services-oriented demeanor and commitment to excellent customer service.
• Ability to multi-task and capable of juggling tasks, deliverables and projects with changing priorities and deadlines.
• Action oriented with a strong work ethic.
• Ability to cover Reception.
Compensation and Benefits:
The pay range is estimated to be between $50,000 and $60,000 per year for Chicago residents. *
The Company has a robust benefit package. Coverage for benefits will be in accordance with the terms and conditions of the applicable plans, policies and associated governing plan documents.
The benefit package includes the following:
• 401(k) Retirement Savings Plan
• Medical Plan
• Dental Plan
• Vision Plan
• Healthcare FSA Medical Reimbursement Account
• Health Savings Account
• Life and Accidental Death & Dismemberment Insurance Coverage
• Supplemental Life Insurance Coverage
• Short-term Disability Benefits
• Long-term Disability Insurance Coverage
• Commuter Benefit Plan
• Legal Services Plan
• Employee Assistance Program
• Annual Allotments of Paid Sick, Personal and Vacation Time
*Note: When defining the pay range for this position, several factors are evaluated and considered, including but not limited to experience, education, training, licensure, certifications, skill sets and other business needs. Geographic differentials that correlate with the location where the position may be filled have not been contemplated in the disclosed pay range estimate. Each case is analyzed thoroughly according to the factors noted. Not often is an individual hired at or near the top of the pay range for the position.
Equal Opportunity Statement:
ISMIE is an Equal Opportunity Employer committed to supporting a diverse and inclusive work environment that promotes respect for all individuals. ISMIE adheres to a policy of non-
discrimination based on race, color, ancestry, religion, sex, national origin, sexual orientation, age, citizenship, marital status, disability gender identity, Veteran status, or any other protected status recognized by applicable laws and regulations.
Finance Assistant
Administrative Assistant Job 19 miles from Villa Park
The Finance Assistant will provide effective support for maintaining accurate and timely financial records tracking and processing financial transactions for the company's Florida Regions. The finance assistant is also responsible for supporting the local Region volunteer leadership.
In office Tuesday and Wednesday 8:30am-4:30p
One day remote either Monday or Thursday - 8:30am -4:40pm
Pay rate: $16 per hour
Responsibilities:
Processing receipts
Preparing bank deposits
Entering vendor invoices and other disbursement requests into accounting software
Processing disbursement checks
Maintaining financial files
Prepare spreadsheets, collect data, and explain transactions
Troubleshoot problems that arise, consulting “help” resources as appropriate
Qualifications:
BA required. 3+ years of experience
High level of confidentiality
Experience with Financial software like QuickBooks Online or equivalent.
Basic accounting and bookkeeping skills
Excellent written, oral and interpersonal skills
Knowledge of Microsoft Word and Excel
Detail-oriented, precise, organized, and proactive
Ability to work independently and handle concurrent projects and assignments
General office skills including answering telephone, maintaining files, etc.
If you meet the required qualifications and are interested in this role, please apply today.
The Solomon Page Distinction
Solomon Page offers a comprehensive benefit program for hourly employees. We pride ourselves on offering medical, dental, 401(k), direct deposit and commuter benefits to our employees, including freelancers - which sets us apart in the industries we serve.
About Solomon Page
Founded in 1990, Solomon Page is a specialty niche provider of staffing and executive search solutions across a wide array of functions and industries. The success of Solomon Page reflects an organic growth strategy supported by a highly entrepreneurial culture. Acting as a strategic partner to our clients and candidates, we focus on providing customized solutions and building long-term relationships based on trust, respect, and the consistent delivery of excellent results. For more information and additional opportunities, visit: solomonpage.com and connect with us on Facebook, and LinkedIn.
Opportunity Awaits.
Administrative Assistant
Administrative Assistant Job 31 miles from Villa Park
Job Title: Adminstrative Assistant/ Office Coordinator
Contract Length: 1 year (with potential for extension or conversion to FTE based on performance and business needs).
Job Duties: Support with calendar management, expense reporting, travel coordination, meeting coordination and set up, other duties, as assigned
• Behavior Preferences: Outgoing, willing to flex to various personality types and support preferences
Job Summary
We are seeking a highly organized and detail-oriented Administrative Assistant to provide dedicated support to six leaders. This role will focus on calendar management, expense reporting, travel coordination, meeting coordination, and general administrative support. The ideal candidate thrives in a fast-paced environment, excels at multitasking, and possesses strong communication and problem-solving skills.
Key Responsibilities
Calendar Management
• Proactively manage and coordinate complex calendars across multiple time zones.
• Schedule, reschedule, and prioritize meetings to optimize leaders' time.
• Anticipate scheduling conflicts and resolve them efficiently.
Expense Reporting
• Prepare, submit, and track expense reports in compliance with company policies.
• Reconcile expenses and ensure timely reimbursements.
• Maintain accurate financial records for reporting and audit purposes.
Travel Coordination
• Arrange domestic and international travel, including flights, hotels, transportation, and itineraries.
• Process travel requests and approvals in alignment with company policies.
• Address last-minute travel changes and troubleshoot issues as needed.
Meeting Coordination & Support
• Plan and organize on-site and virtual meetings, ensuring logistical needs are met.
• Prepare agendas, presentations, and meeting materials.
• Capture meeting minutes, track action items, and follow up as necessary.
General Administrative Support
• Serve as a liaison between leaders and internal/external stakeholders.
• Handle confidential information with discretion.
• Support office operations, including document management and communication flow.
• Assist with special projects and other administrative tasks as assigned.
Qualifications
• Experience: Minimum 1-3 years of administrative support experience, preferably in a corporate environment.
• Skills:
• Strong proficiency in Microsoft Office (Outlook, Excel, Word, PowerPoint, Teams).
• Exceptional organizational and time-management skills.
• Strong attention to detail and problem-solving abilities.
• Excellent verbal and written communication skills.
• Ability to manage multiple priorities and adapt to shifting demands.
• Professional discretion when handling sensitive information.
Office Assistant (***Remotely***)
Administrative Assistant Job 15 miles from Villa Park
The ideal candidate will be responsible for providing administrative support to ensure efficient operation of the office. From scheduling client meetings, to communicating between departments, you will be responsible for completing multi-level tasks in a professional and timely manner.
Responsibilities
Answer phones and direct calls with a positive attitude and an energetic work ethic
Provide office guests with a hospitable experience
Assist in handling office requests for dial-ins, conference rooms, travel requests, etc.
Order office supplies and provide inventory control system
Qualifications
Proficiency in Microsoft Office suite (Outlook, Excel, Word, PowerPoint, etc.)
Excellent written and verbal communication skills
Ability to multi-task, organize, and prioritize work
Administrative Assistant
Administrative Assistant Job 10 miles from Villa Park
AMS Industries, Inc. is a MEP+™ contracting firm serving the commercial, industrial, refrigeration and nuclear industries (PMT). With over 60 years of existence, AMS has grown from a small refrigeration contractor with a few employees to a multi-discipline and multi-market MEP contractor with more than 500 employees. We strive to meet our commitments to clients, develop our people and improve our communities. We are an equal-opportunity employer.
Located in our beautiful Woodridge, IL facility and reporting to the Administrative Services Director. In this position, the Administrative Assistant supports and assists in a variety of responsibilities which include communicating with customers and inner office teams as well as answering inbound calls and emails. This person will be responsible for assignments and entering necessary data into our computer database system.
Duties/Responsibilities
Assist Account Executives in document and file management.
Develop effective communication program with the Account Executives.
Schedules and coordinates meetings, and appointments.
Customer Service and follow-up. Scheduling calendar invites and tracking.
Maintains and updates files, spreadsheets, and logs with current data.
Prepare maintenance contracts and become acclimated in their development, formatting, and qualifications. Maintain maintenance contracts in the dispatch software.
Assist with managing and administering uniform program.
Assist with managing customer contracts and contract status tracking.
Interact with marketing to coordinate holiday gifts, golf outings, client presentations and events.
Word document preparation, formatting, and grammatical review.
Excel spreadsheet development including creating formulas and evaluation of financial and project information.
Collect and assemble data.
Develop an understanding of the HVAC/Refrigeration terminology within the industry.
Work with management in forming, developing, expediting and reviewing additional process to complement our direction.
Ensure all company, client, and project policies, procedures, and standards are adhered to through communication of expectations.
Support Account Executives by providing an efficient use of construction and accounting software systems.
Provide a wide variety of responsible clerical, technical, administrative and office support duties including related tasks, as assigned.
Back-up to reception and working together and at times as a back-up with other administrative staff.
Qualifications:
At least 3 years of experience in a professional, administrative support position is preferred for this position.
Intermediate to advanced skills in Microsoft Word, Excel, PowerPoint, and Outlook is required for this position.
Must be mature, professional, personable, and have a polished delivery on all assignments.
Ability to handle confidential information with the utmost discretion.
Must be able to communicate, both written and oral, in a professional manner and represent the company in a professional manner.
Must possess good follow-through skills to finalize projects.
Must have above-average proofreading skills and have a history of being accurate and thorough.
PT Assistant
Administrative Assistant Job 19 miles from Villa Park
At Powerback, we're on a mission to improve lives. As the leader in physical, occupational, speech, and respiratory therapies, we help older adults stay active and thrive while providing essential therapy for children at home and in school.
With over 38 years of trusted service, our reach spans skilled nursing centers, assisted and independent living facilities, outpatient clinics, and home-based care. We're proud to deliver personalized care exactly where and when it's needed most.
Join an industry-leading team that restores hope and makes a lasting impact. If you're passionate about making a meaningful difference and want to be part of the future of rehabilitation and wellness, Powerback is the place for you.
Why Powerback?
Benefits: We offer Medical, Dental, and Vision plans to Full-Time and Part-Time team members.
Support for New Grads & Clinical Fellows: Our Powerback Clinical Mentorship Program kicks off on day one, helping you learn from the best in the field.
Continuing Education: Keep growing with free CEUs through Medbridge.
H-1B Visa & Relocation Assistance: We support Visa or Green Card sponsorships, plus our Journey Travel Program lets you work across the U.S. with the security of a full-time role.
Perks at Powerback: Enjoy exclusive discounts on Wireless/TV, Home/Auto/Renters and Pet Insurance, Childcare, Eldercare, and more. Earn rewards through our PowerZone Employee Recognition Program, and expand your expertise with our Clinicians in Action professional development program.
Responsibilities:
Title: Physical Therapist Assistant
Location/work environment: In facility
Reporting structure: Reporting to Director of Rehab
As a Physical Therapist Assistant, you help patients get well. You are the person who can bring their power back. In doing this, you will implement physical therapy programs and activities, follow developed recovery plans, and deliver therapy treatments.
You're a healer and a helper, which is why you got into this line of work.
You're equally adept at addressing the whole patient and seeing them as an individual. You know your goal is to execute a program that will restore, reinforce, and enhance their physical abilities.
You're adaptable to the needs of the patient and can find joy in the variety of the work and the settings.
You're a teammate and are looking for collaboration with your peers, but you're also happy to make referrals to help your patient get the care they need to thrive.
You know that being a Physical Therapist Assistant means putting patients first; ensuring patients and their families receive the highest quality of service in a caring and compassionate atmosphere.
If this sounds like you, we'd love to meet you!
Powerback Rehabilitation (Powerback) is a new way of delivering recovery, rehabilitation, respiratory, and wellness services to patients across the nation. We deliver an empowered approach to achieving your full potential by providing integrated and individualized solutions. Our reimagined approach to rehabilitation connects directly to the patient experience, which is centered on transforming the road to recovery for everyone and helping patients get their power back. It's patient-centered care that provides a sustainable way of feeling better, moving better, breathing better, and living better.
Working in a company that values growth and understands what it means to be a caregiver is refreshing. Our CEO is a former staff therapist. We offer growth, paths forward, and we are committed to patient-centered care. We are growing, stable, and need people like you, who have a calling to help people thrive.
Isn't it time for you to work with a team where 86% of them know and feel their work makes a difference? So much so, we're certified as a 2023 Great Place to Work.
Now is the time for you to join Powerback.
Powerback has streamlined our hiring process:
1. Applying takes 3 minutes, give or take.
2. You'll hear back from us within 1 business day.
3. If you meet the qualifications, a recruiter will call you for a 10-minute conversation within 2-3 business days, depending on your availability.
4. You will then be presented to the hiring manager
5. The hiring manager will reach out within a business day to schedule the interview.
This all happens within 1-5 business days from the phone screen.
6. After your interview, the hiring manager makes a quick decision. We aim to accomplish this within the week.
7. If the hiring manager wants to move forward, you will hear from us within a business day, because we are excited to get you started!
Qualifications:
1. Graduate of an accredited Physical Therapist Assistant Program certified by the American Physical Therapy Association.
2. Licensed and/or eligible for licensure as required by the state of practice.
Posted Salary Range: USD $28.00 - USD $32.00 /Hr.
Administrative Assistant
Administrative Assistant Job 15 miles from Villa Park
Are you someone who thrives on structure, loves checking things off your to-do list, and enjoys learning different aspects of a business? If you have a knack for details, a love for organization, and a willingness to jump in where needed, this role is for you!
What You'll Be Doing:
Data Entry & Organization: Handling detailed data entry tasks with accuracy and keeping everything up-to-date.
Excel Mastery: Using spreadsheets to track, organize, and manage various business operations.
Payroll & HR Management: Managing payroll for contractors, assisting with onboarding, and supporting HR functions with precision.
Program Scheduling & Event Coordination: Helping with program scheduling and event logistics using systems like Square and Toast.
Problem-Solving & Adaptability: Being ready to pivot, troubleshoot, and assist in different areas as the business evolves.
Attention to Detail: Ensuring accuracy in all tasks, spotting discrepancies, and following through on projects.
Hands-On Support: While this role involves independent work, you'll also be part of a team, stepping in to assist where needed and learning different facets of the business.
What We're Looking For:
Someone who loves structure and can manage tasks efficiently on their own.
A self-starter who enjoys working behind the scenes but also jumps in when help is needed.
A team player who thrives in an entrepreneurial environment and is excited to learn different aspects of business operations.
Someone who is highly detail-oriented and takes pride in accuracy.
Strong communication skills and the ability to ask questions for clarity.
Experience with Excel, payroll, HR management, scheduling, and POS systems like Square and Toast is a plus.
This is an in-office, in-person role-remote work is not an option.
If you're an organized, adaptable problem-solver who enjoys both structure and variety in your work, we'd love to meet you!
Administrative Assistant
Administrative Assistant Job 19 miles from Villa Park
Our client, a highly successful public accounting firm, is hiring an Administrative Assistant for their Northbrook office. They are a trusted provider of tax and business consulting services, serving clients across the U.S. and internationally. With a strong team-oriented culture, they offer a supportive and engaging work environment where employees can thrive.
This role will provide administrative support to all levels of the firm, interacting directly with partners, staff, and clients. The ideal candidate is proactive, detail-oriented, and highly organized, with the ability to manage confidential information with discretion.
Key Responsibilities
Answer and direct phone calls professionally.
Sort and distribute incoming mail and faxes.
Schedule meetings and manage calendars using Outlook and Teams.
Prepare and handle outgoing mail, UPS, FedEx, and courier deliveries.
Draft, finalize, and distribute engagement letters and client correspondence.
Scan, organize, and manage client documents and monthly statements.
Assign tax returns to interns and oversee the 1040 queue.
Maintain and update client records in the practice management system.
Prepare, print, and assemble tax organizers and returns (individual, trust, entity, gift, estate).
Download and upload client data from various portals.
Assist with tax preparation processes, including SurePrep binder creation and GoSystem imports.
Coordinate batch filings and record client-related expenses.
Draft, review, and process client invoices.
Prepare reports and manage annual 1099 filings.
Support office operations and assist with facility coordination as needed.
Qualifications
Bachelor's degree preferred.
Experience in the accounting industry is a plus.
Minimum of 5 years of administrative experience in a professional services environment.
Proficiency in Microsoft Office Suite (Excel, Outlook, PowerPoint, Word, Teams).
Familiarity with e-Form RS, GFR, GoSystem, PracticePro 365, SafeSend, and SurePrep is a plus.
Strong organizational, communication, and problem-solving skills.
Ability to work independently and think creatively to improve processes.
High attention to detail and accuracy.
Basic accounting knowledge is a plus.
If you are interested in the position or want to learn more, please reach out to Casey Crawford with Engtal who is managing the search.
Administrative Assistant
Administrative Assistant Job 15 miles from Villa Park
The position is responsible for providing administrative/secretarial support to President of European Imports.
RESPONSIBILITIES
Provide administrative support to the department as required.
Establish and maintain complete and accurate filing systems as needed. This will include, but not be limed to attendance records/ transfers, expense reports, customer complaints/ requests, vendor/ supplier contract information, purchase orders, projects, budgets, travel schedules, etc.
Analyzing data and information, creating and running reports.
Create and distribute correspondence (memos, letters, presentations, etc.).
Arrange travel accommodations.
Answer telephone calls and take messages.
Open and distribute incoming mail.
Copy and fax as needed.
Prepare express mail as needed.
Other administrative/ secretarial duties as required.
QUALIFICATIONS
Education
High school diploma required.
Experience
Minimum 3 years of professional secretarial experience is required.
Experience with Pivot Tables and V-Look Up
Certificates, Licenses, and Registrations
Certified Professional Secretary (CPS) certification preferred, but not required.
Professional Skills
Ability to read and comprehend instructions, correspondence, and memos.
Able to write correspondence.
Effectively present information in one-on-one and small group situations to customers, clients and other employees of the organization.
Must have strong communication skills, both verbal and written.
Can add, subtract, multiply and divide into all units of measure, using whole numbers, common fractions and decimals.
Compute rate, ratio, and percent and to draw and interpret bar graphs.
Apply common sense understanding to carry out instructions furnished in written, oral or diagram form.
Deal with problems involving several discrete variables in standardized situations.
Proficient in Microsoft products (Word, Excel, (Pivot Tables & V-Look-Ups) PowerPoint, Outlook, Access, and Project).
Knowledge with tables, formatting, formulas, clipart/ graphics, presentations, macros, database development, project tracking, etc.
Excellent word-processing skills (50 - 60 wpm) and business writing ability, plus accurate and precise proofreading skills.
Strong organization, analytical, attention to detail and follow up skills.
Must be able to work on multiple projects concurrently and capable of working with little direct supervision.
Will communicate with all levels (Presidents, Senior Vice Presidents, Vice Presidents and Directors of all Sysco operating companies and staff levels).
Profit plan preparation as required.
Strong sense of urgency and work ethic.
Physical Demands
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.
Regularly required to use hands to finger, handle, or feel object, tools, or controls and talk or hear.
Frequently is required to sit.
Occasionally required to stand, walk, reach with hands and arms, stoop, kneel, crouch or crawl.
The employee must occasionally lift and/ or move up to 25 pounds.
Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception and the ability to adjust focus for typing from copy, filing, pulling various files, delivering mail and correspondence.
Working Conditions
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of this job. An individual should contact his or her supervisor or the human resources department if he or she believes that an accommodation is needed.
DDC Project Assistant
Administrative Assistant Job 15 miles from Villa Park
Job Title: DDC Project Assistant
We seek a detail-oriented and highly organized DDC Project Assistant to support delivering cutting-edge control systems in the commercial mechanical construction sector. This role will assist project managers and engineers with the coordination, documentation, and execution of Direct Digital Controls (DDC) projects, including building automation and system integration. The ideal candidate will have a strong understanding of building automation systems and mechanical system workflows and technical proficiency in industry-standard software.
Key Responsibilities
Assist in designing, planning, and coordinating DDC and building automation projects, ensuring all tasks align with project objectives and timelines.
Prepare and manage project documentation, submittals, schedules, and as-built drawings using tools like AutoCAD, Revit, and Bluebeam.
Support the setup and commissioning of building automation systems, including Tridium Niagara, Johnson Controls Metasys, ALC, Distech, and BACnet-compatible devices.
Facilitate communication between project stakeholders, including contractors, clients, and internal teams, ensuring all parties are informed and aligned.
Assist in verifying system functionality, troubleshooting issues, and ensuring compliance with project specifications and industry standards.
Qualifications
An associate degree in Mechanical Engineering, Electrical Engineering, or a related technical field is preferred. Equivalent work experience will be considered.
Minimum of 2 years of experience in a support role for controls, building automation, or mechanical systems in the commercial construction industry.
Proficiency in AutoCAD and familiarity with Revit, Bluebeam, and DDC/BACnet systems are preferred. Exposure to platforms such as Tridium Niagara, Distech, ALC, or Johnson Controls is also highly preferred.
Strong organizational and time-management skills, with the ability to prioritize tasks in a fast-paced environment. Excellent communication skills, both written and verbal.
A demonstrated history of local and stable work experience in Chicago is required, showcasing reliability and commitment to long-term success.
Equal Employment Opportunity
All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or veteran status.
Office Assistant
Administrative Assistant Job 29 miles from Villa Park
Salary/Hourly Rate:
$18.00 per hour
Onsite/Remote:
This is a fully onsite role in Matteson, IL
Monday - Friday; 8:00 AM - 4:30 PM (CST)
Vitu is searching for a talented Office Assistant in Matteson, IL! The Office Assistant will perform a variety of duties, including but not limited to: Fulfilling inventory orders, providing office support and technical tasks related to the shipping of registration documents and license plate inventory, and printing daily reports and shipping labels. They will also organize license plates and mailing systems.
As the leading innovator in Vehicle-to-Government (V2Gov) technology, Vitu is transforming the way vehicles, businesses, government, and drivers interact with one another. Vitu partners with state government agencies and businesses across the US, with cutting-edge process management SaaS solutions - including Digital Title and Registration - that cross state borders and transcend state-by-state variables.
This is a 1-month W2 contract assignment with the opportunity for contract extension or to transition to a permanent, full-time role based on performance and business needs.
Responsibilities of the Office Assistant:
Conduct physical inventory audits monthly and quarterly
Ensure that all required paperwork is in-hand, verifying the accuracy of all documentation prior to completing a transaction.
Verify client mailing addresses and license plate/sticker sequence numbers before each shipment.
Must verify the accuracy of all shipments to clients daily
Make phone calls to clients to assist with inventory issues
Prepare monthly in-house audit
Prepare quarterly audit for the state of North Carolina
Work closely with FedEx to ensure shipments are picked up daily
Validates correct address information to ensure accurate processing and delivery of shipments.
Prepares shipments by affixing mailing labels and inserting packing slips with each shipment.
Works collaboratively with Customer Support to provide status updates on pending transactions.
Any other tasks as assigned
Minimum Qualifications of the Office Assistant:
High School Diploma/GED
Generally, less than 2 years' experience in a related field
Must be able to lift 50 pounds or more
Excellent verbal and written communication skills
Knowledge of Microsoft Office with strong skills in Excel
Technically savvy, ability to become proficient in a proprietary software platform
Easily adaptable and can work in a fast-paced work setting
Preferred Qualifications of the Office Assistant:
Experience in DMV, bulk mail, mail center and/or a warehouse environment.
Experience working as a title clerk at an auto dealership or at the DMV.
Experience working in a customer service role.
Please note contractors are engaged to provide services to Vitu on a temporary basis in connection with a specific assignment. Contractors are hired and employed through Atrium, our third-party payrolling partner.
As a woman-owned firm, Atrium values diversity. We are an equal opportunity employer and will consider all applications without regard to race, sex, age, color, religion, national origin, veteran status, disability, genetic information or any other characteristic protected by law. We will ensure that individuals with disabilities are provided reasonable accommodation to participate in the job application or interview process, to perform essential job functions, and to receive other benefits and privileges of employment. Please contact us to request accommodation.
This job posting is for a temporary role as an employee of Atrium on assignment at Vitu. The individual selected for this role will be offered the role as an employee of Atrium; compensation, medical benefits, fringe benefits and other terms and conditions of employment shall be presented by Atrium upon offer. The pay rate range provided is a reasonable estimate of the anticipated compensation range for this job at the time of posting. The actual pay rate will be based on a number of factors, including skills, competencies, experience, location and/or being pursued and other job-related factors permitted by law. In addition, this role will be eligible for overtime pay, in accordance with federal and state requirements.
No C2C or Third-Party Vendors