Administrative Associate Jobs in Hazel Crest, IL

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)

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 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.

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.

About Our Client: Join a leading global real estate investment firm in a dynamic role supporting their executive team. We're seeking a highly organized and proactive Office Manager/Executive Assistant who will not only provide exceptional administrative support but also play a key role in mentoring junior staff and fostering a collaborative team environment. This is an opportunity to contribute directly to the success of high-level executives in a fast-paced, prestigious environment. The Role: In this role, you'll be the linchpin of their executive team's efficiency. You'll handle everything from traditional EA responsibilities like managing complex schedules and coordinating high-profile events, to operations management tasks such as project work and inventory management. You'll leverage your extensive experience to streamline operations, anticipate needs, and ensure seamless cross-functional collaboration. What You Bring: The ideal candidate brings a proactive work ethic and is not afraid to preemptively resolve problems before they make it to senior leadership. A natural leader who can mentor and uplift your teammates will be most successful in this role, as you'll be overseeing a team of six other admins. An understanding of real estate and budgeting are a plus, though not required. Key Responsibilities: Office Management - vendor management, supply/inventory management, IT troubleshooting Executive Support: expertly manage and optimize complex executive calendars within the C-Suite, proactively resolving conflicts and ensuring efficient time utilization. Event Management: Plan, coordinate, and execute high-level corporate events and meetings, from conception to completion. Travel Coordination: Arrange intricate international travel itineraries, providing real-time support and ensuring seamless travel experiences. Investor Relations: Maintain and update investor database, assist in outreach and relationship maintenance, and prepare compelling investor materials. Administrative Excellence: Prepare, review, and submit expense reports, draft and edit presentations and communications, and provide comprehensive administrative support including inventory management, copying, filing, and meeting prep. Mentorship: Guide and mentor junior administrative staff, fostering a positive and productive team environment. Cross-Functional Collaboration: Act as the primary point of contact for executives, ensuring smooth communication and collaboration across departments. Qualifications: Minimum of 10 years of experience as an Office Manager & Executive Assistant, ideally within the financial or real estate industry. Proven track record of supporting senior executives and managing complex administrative tasks. Advanced proficiency in Microsoft Office Suite and expense management systems. Exceptional organizational, time management, and multitasking skills. Outstanding verbal and written communication abilities. Demonstrated ability to exercise strong professional judgment and discretion. Proactive problem-solving skills and the ability to anticipate and address challenges. Experience with Investor databases or CRM systems is a plus. Work Environment: This is an in-person position based in our downtown corporate office, requiring five days on-site. Why Join Our Client? Be part of a prestigious global real estate firm. Work closely with and learn from top executives. Opportunity to mentor and develop junior staff. Competitive salary and benefits package. Dynamic and fast-paced work environment.

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.

(On-site in The Loop) Our client, a mission-based organization working with non-profits, is seeking a talented and ambitious administrative professional to join their team. The organization boasts generous compensation, strong benefits, casual environment, an excellent team culture, and proven history of promoting from within. This person will manage the office, welcome visitors, order supplies, liaise with the building for security and facilities needs, manage vendor requests, plan events, and order catering. The right person for this role will have strong organizational and communication skills, a desire to learn/grow, and be civics-minded with a passion for the company's mission. What you need to get the job done Bachelor's degree required 1-3 years' of professional experience administrative Attention to detail and strong communication skills Interest in public policy reform Eagerness to learn and a customer-service mindset ***************************** Compensation Range: $60k-$65k DOE Benefits Overview: Insurance: Health, Dental, Vision, Life, STD & LTD Retirement savings account Flexible Spending Account (FSA)

Founded in 1997, Gresham Partners, LLC is a Chicago-based wealth management firm managing $10 billion in investments for a select group of ultra-high-net-worth families nationwide. The firm is distinguished by its independent thinking, investment strategy, and performance outcomes. The Administrative Coordinator provides administrative support for the Investment team and our Business Development efforts through research, projects, scheduling meetings and arranging travel. The Coordinator is an integral and active part of the core teams, participating in meetings and other activities. The ideal candidate will have a passion for learning and a strong support mindset. The Coordinator role will be based in Chicago. Responsibilities: Research, create, maintain and disseminate relevant investment information to the team Assist with manager due diligence, including gathering information from third parties, organizing information received, and closely monitoring progress/outstanding items Assist with planning internal investment focused meetings Communicate professionally with external parties to successfully plan, organize and schedule appointments for members of the team across the globe Work with other coordinators in division of responsibilities Assist or take lead on internal projects Build out and manage the team's CRM and SharePoint efforts Prepare and maintain business development spreadsheets. Maintain internal business development data base for mailings and correspondence. Conduct internet research on prospects and/or order background reports. Coordinate document and information management tasks that add value for the team Complete other projects or assignments as they occur, including multiple projects simultaneously Manage logistical arrangements of the team, including business travel (both international and domestic, often multi-city), manage visa and passport renewals, address last minute travel changes and coordinate travel schedules with other members of the firm Utilize and maintain members' frequent travel accounts (e.g., air, hotel, rental car) Prepare and submit expense reports for team members Education, Experience and Skills: Bachelor's degree required Minimum of three years of relevant administrative experience Investment and/or financial services industry experience a plus Excellent writing, editing, and verbal skills Outstanding organizational, decision-making and problem-solving skills Displays consistent, high attention to detail, accuracy and thoroughness Demonstrated team player with a positive can-do attitude Ability to work independently, multitask and prioritize based on urgency of assignments Proficient with Microsoft Word, Excel, PowerPoint, Outlook, Adobe Acrobat and other software Flexibility to respond to emails before/after hours and/or on weekends, particularly when members of the team are traveling overseas and/or when applicable Ability to live and work in the U.S., Gresham Partners is not able to sponsor Visas for this position Benefits: Medical, Dental & Vision (HSA, FSA options) Employer Paid Life Insurance Employer Paid Short Term Disability Employer Paid Parental Leave (12 weeks) Optional Life Insurance, Long Term Disability, Spousal & Child Life Insurance 401(k) 15 Vacation Days, 5 Sick Days, 1 Floating Holiday Education Reimbursement Programs Physical Demands: The physical demands described here are representative of those that must be met by an employee to successfully perform the duties and responsibilities of this job. Must be able to: Remain stationary for reasonable periods of time typing and/or reading at a computer Move around an office environment during a workday Work in-person in downtown Chicago Communicate with employees, clients, and/or vendors by telephone and in person Process transactions on a computer Sustain mental/visual attention for reasonable periods of time Reasonable accommodations may be made to enable employees with disabilities to perform the duties and responsibilities.

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!

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.

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.

The Office Administrator provides comprehensive administrative functions in a professional and courteous manner within a staffing firm. Individual will support the Human Resources Recruiting team on varied administrative functions, projects and initiatives. Key Responsibilities Provide comprehensive administrative support Responsible for the visitor management process. Answer and direct incoming phone calls for the group. Provide efficient and courteous response to all callers; anticipate calls requiring special handling and work with others to determine the appropriate protocol. Coordinate office supply and kitchen supply orders and deliveries; maintain the primary supply room and employee/visitor kitchens. Provide bookkeeping duties within QuickBooks, invoicing and receipt of payments Submit candidates into various HR platforms Proofread resumes Work with insurance carriers on workman's compensation reporting. Liaison with the Office of the Building on facility related matters and utilize the building work order system to report general maintenance needs. Human Resources Support: Manage data entry and audit of ATS Review of resumes from perspective candidates Tracking and scheduling candidates, preparing employee communications, Prepare expense reports Technical Skills MS Office Suite Bullhorn ATS experience a plus Quick Books a plus

Are you looking to further your career in Office Administration and Accounting? Nimlok Chicago is currently seeking a motivated, self-starting professional to fill the Office Administrator position. The Office Administrator will perform a variety of Administrative and Accounting tasks to support the Finance and Account Management departments. The ideal candidate will be highly organized, detail-oriented, possess excellent communication skills, and be able to work independently. Responsibilities Monitor incoming digital and paper Accounts Payable bills and communications, and record, save and verify bills against PO's. Maintain up-to-date vendor records. American Express: Approve transactions entered by cardholders. Review for accuracy, completeness, and proper coding to correct accounts. Enter weekly expense reports with corresponding receipts related to tradeshow project activities Work on delegated reconciliations and responsibilities given by the Bookkeeper Assist Production staff with data entry Greet visitors with a kind, positive attitude and notify staff of their arrival Ensure a clean and organized workplace, prepare office for client visits Answer, forward, and screen incoming calls to the main office line Qualify, record, and distribute leads to the Sales team Sort and distribute mail Monitor usage and order office supplies, including kitchen, bathroom, cleaning, and IT supplies Assist in onboarding new hires, including setting up IT services and workstation, desk, phone, and coordinating training schedule Main contact with phone company Main contact with outsourced IT firm Water plants Requirements High school diploma or equivalent required; associate or bachelor's degree in business or related field preferred 3+ years prior experience as a receptionist or in a related field Strong organizational skills with the ability to prioritize tasks effectively Excellent verbal and written communication skills Proficient in Microsoft Office Suite (Word, Excel, PowerPoint) Experience using accounting/ERP software Ability to work independently with minimal supervision Teachable and able to learn new skills and processes with appropriate training Precise data entry

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.

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!

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.

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.

Dunn Solutions Group is a digital transformation consultancy focusing on E-Commerce, Analytics, and Marketing Automation. We are looking for an enthusiastic and motivated Office Coordinator to: Provide support for our office including, but not limited to, HR compliance, data entry, filing, records management, and assisting with general office projects. Provide direct administrative supports as needed, including scheduling appointments, meetings, and events, booking travel, maintaining filing system, mailing, and shipping packages, and updating contact database and employee list. Coordinate with our Network and Systems Engineer on all office equipment. Manage organization charts and employee directory for the company. Assist our recruiters/sales professionals with administrative projects as they arise. Work with our Controller to drive daily operations of accounting while receiving, entering, and paying bills through QuickBooks. Ensure all employee records are accurate and up to date. Supervise and coordinate overall administrative and office activities (holiday parties, summer parties, and team building events.) Coordinate appointments/meetings and manage staff calendars and schedules. Assist in the onboarding process for new hires. Responsible for general office readiness tasks including inventory/resupply of general office areas. Filing and sorting incoming mail Act as an official point of contact for administrative needs Other duties as assigned or directed by management. Skills and Qualifications: 2-3 years of Office Management or Executive Assistant experience Highly organized with strong attention to detail Excellent written and verbal skills Resourceful and able to execute tasks with minimal supervision Ability to multitask and handle competing priorities Displays good judgment and confidentiality when working with sensitive material Proficient in Microsoft Excel, Word, PowerPoint, and Outlook Associates degree

Our client, a financial services firm, is seeking a highly organized and detail oriented Administrative Assistant to provide support to the Chief Operating Officer. The ideal candidate will have excellent communication skills, strong organizational abilities, and experience in administrative and project support. Responsibilities: Managing the COO's calendar, scheduling meetings, arranging travel, and processing expenses. Assisting in the preparation of presentations, reports, and meeting materials. Handling routine correspondence and communications on behalf of the COO. Supporting special projects through research, task management, and coordinating deadlines. Ensuring smooth communication and collaboration between the COO's office and internal teams. Managing and organizing documents, maintaining confidentiality, and ensuring proper file management. Qualifications: 2+ years of experience as an Administrative Assistant, in a corporate setting. Strong organizational, time management, and multitasking abilities. Detail-oriented with excellent interpersonal and communication skills. Ability to maintain confidentiality and handle sensitive information with discretion Ability to thrive in a fast-paced, ever-changing environment. Proficient in Microsoft Office Suite (Word, Excel, PowerPoint) and Adobe Pro. Benefits: The client offers a comprehensive benefits package that includes medical, dental, and vision coverage, a 401(k) plan, and reimbursement for transportation and gym expenses. 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)