Administrative Associate Jobs in Wheaton, IL

Join a premier real estate company in Chicago as an Administrative Assistant on an exciting temporary assignment with a chance to become a permanent member of the team! This role is perfect for a detail-oriented and proactive professional eager to make an impact in a dynamic, fast-paced environment. This role offers medical benefits, PTO, and paid holidays with a competitive salary of $65,000 - 70,000 and the chance to gain invaluable hands-on experience in the real estate industry, this position offers an excellent opportunity to grow your skills while supporting a high-performing brokerage team. Key Responsibilities of the Administrative Assistant: Serve as the central point of contact for brokers, managing calls, mail, and scheduling while organizing client meetings and coordinating calendars. Design and prepare eye-catching marketing materials, including proposals and packages, using desktop publishing software. Build and maintain relationships with external vendors to ensure seamless printing and graphic production. Keep the team on track by managing databases, monitoring project deliverables, and providing status updates. Assist brokers with meeting preparation, tracking project schedules, and ensuring materials are current and accurate. Oversee office supply inventory and maintain meticulous records of deals, agreements, and accounting details. Offer innovative ideas for process improvements while providing top-notch administrative support. Qualifications of the Administrative Assistant: 3+ years of administrative experience in a fast-paced, professional setting. Marketing experience and knowledge of InDesign is required; experience with creating and editing marketing materials is a plus. Basic familiarity with real estate concepts and terminology is advantageous. Proficiency in the Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) is essential. Strong multitasking and organizational skills, with a sharp eye for detail. Exceptional communication skills and the ability to thrive under deadlines. B-1

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!

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.

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

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.

Job Title: Administrative Assistant ) Job Type: Full-Time Reports To: Advisor Team We are an SEC-Registered Investment Advisory Firm seeking a highly organized, detail-oriented, and proactive Administrative Assistant to support our team and ensure seamless office operations. This role requires strong multitasking abilities, excellent communication skills, and proficiency in office software. The ideal candidate is professional, discreet, and committed to maintaining an efficient work environment. KEY RESPONSIBILITIES Serve as the first point of contact by managing phone calls, emails, and correspondence professionally. Organize and coordinate appointments, meetings, and events while ensuring strong client interactions. Maintain and update filing systems, databases, and records accurately. Prepare, proofread, and edit reports, presentations, and essential documents. Assist with compliance procedures to ensure regulatory adherence. Support bookkeeping functions, including processing invoices, expense reports, and budget tracking. Manage office supply and inventory ordering. Handle confidential information with discretion. Provide administrative support to team members and assist with special projects as needed. Facilitate tax season-related administrative duties. Oversee compliance and archiving procedures for documents and investment transactions. Assist with client account setup, transfers, and investment instructions. Prepare client reports and manage paperwork for new and existing accounts. Ensure accurate logging and maintenance of client records. Maintain the office schedule, set appointments, and manage the reception desk. Perform additional duties and projects assigned. QUALIFICATIONS Required: Associate or bachelor's degree preferred. Proven experience in an administrative or office support role. Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other office management software. Strong organizational skills with attention to detail. Excellent verbal and written communication skills. Ability to prioritize tasks, multitask efficiently, and meet deadlines. Professional demeanor with the ability to work independently and collaboratively. Preferred: Experience in the financial services industry (Schwab platform experience is a plus). Familiarity with CRM or project management tools such as Redtail. Knowledge of pricing management software (Advyzon, Morningstar, or Black Diamond). Ability to thrive in a fast-paced financial services environment. COMPENSATION & BENEFITS Salary: $50,000-$60,000 (dependent on experience) plus discretionary bonus. Health Insurance: Comprehensive plan options. Paid Time Off: PTO and recognized holidays. Retirement Plan Options: 401(k) and 401(k) matching. AN EQUAL OPPORTUNITY EMPLOYER: CTS Financial Group is an equal opportunity employer and does not discriminate based upon race, color, religion, sex, sexual orientation, pregnancy, marital status, national origin, citizenship, veteran status, ancestry, age (over 40), physical or mental disability, medical condition (cancer-related), gender identity or expression, genetic information including sickle cell or hemoglobin C trait, or any other consideration made unlawful by applicable federal, state, or local law. You are a U.S. citizen, U.S. permanent resident or possess other unrestricted U.S. work authorization and will not require sponsorship for U.S. work authorization now or anytime in the future.

Firm Ranking: AmLaw20 Firm Legal Secretary Support Model: 4 to 1 Pay Rate: $80,000 - $100,000 Work Week: 8:30am - 5pm (37.5 hour work week) Onsite Logistics: 3 days a week onsite Hiring Manager: Office Administrator Job Description: Coordinates and tracks numerous legal matters of all types. Creates, edits, formats, and proofreads documents including agreements, contracts, plans, etc. Prepares and finalizes legal documents for e-Filing and filing via PACER. Communicates directly and on behalf of attorneys with third parties, including client representatives, other companies, and other institutions. Creates, executes, and monitors systems to manage client workflow, tasks, and documentation. Creates, edits, formats, and proofreads various documents, appropriately maintaining such documents within the firm's file management system. Organizes and coordinates conference calls and client meetings. Prepares new client matter requests and coordinates approval, conflict search processes, and new matter letters. Reviews and edits bills and related reports according to client billing arrangements and facilitates prompt responses to client billing inquiries. Maintains a multitude of open client matters in Serengeti. Maintains electronic and paper files following Firm and client service team guidelines. Maintains and monitors attorney calendars. Coordinates and/or books travel arrangements. Prepares, tracks and maintains attorney expenses in Chrome River.

Immediate need for a talented Administrative Assistant (Mid). This is a 24+ Months Contract opportunity with long-term potential and is located in Oakbrook Terrace, IL (Onsite). Please review the job description below and contact me ASAP if you are interested. Job ID:25-63692 Pay Range: $28 - $31/hour. Employee benefits include, but are not limited to, health insurance (medical, dental, vision), 401(k) plan, and paid sick leave (depending on work location). Key Responsibilities: This role requires strong organizational and time management skills, as well as excellent communication and interpersonal abilities. Mid-level administrative assistants should be proficient in office software applications such as word processing, spreadsheet, and presentation software, and may be required to have experience with database management and other specialized software. Key Requirements and Technology Experience: Skills-Admin support, Office support, Strong analytical (Excel, Power BI, SQL) and Budget tracking, invoice processing, and other financial tasks. Previous admin support and strong analytical (Excel, Power BI, SQL) experience is required. Associates or higher strongly preferred. Ability to grow in the role is strongly desired as well. Our client is a leading utility services Industry and we are currently interviewing to fill this and other similar contract positions. If you are interested in this position, please apply online for immediate consideration. Pyramid Consulting, Inc. provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws. By applying to our jobs you agree to receive calls, AI-generated calls, text messages, or emails from Pyramid Consulting, Inc. and its affiliates, and contracted partners. Frequency varies for text messages. Message and data rates may apply. Carriers are not liable for delayed or undelivered messages. You can reply STOP to cancel and HELP for help. You can access our privacy policy here.

About Our Company Home Care Powered by AUAF is a fast growing, non-profit organization providing non-medical, in-home services for over 30 years. Our mission is to provide quality, in-home service that will allow seniors to live comfortably and independently in the familiarity of their own home. About the Position The Administrative Assistant will support the upper management in implementing their vision for the growth of the company. The position will help coordinate and provide oversight to the various operational departments as they carry out new projects assigned from upper management. Provide updates on their status via email and regular meetings. Must be willing to assist and contribute to the work, as needed. This position reports to the upper management. Responsibilities Provide general administrative support: maintain calendars and organize projects, which include confidential and time-sensitive material Attend and document management meeting; distribute meeting notes Draft staff memos and response to third-parties on behalf of upper management Track and order office, cleaning, and vending supplies Follow all IDoA and AUAF policies and procedures Other duties as assigned Qualifications Required High School Diploma or GED and 2 years related work experience Authorized to work in the United States Pass state required background checks Preferred Speaks a second language College degree Training Complete IDoA required Homecare Supervisor Training (HOST) within 90 days of employment Complete 24 hours of in-service training on aging related subjects within each calendar year Complete additional training as assigned by AUAF management Required Skills Proficient in Microsoft Office (Excel, Outlook, Word) Exceptional communication and interpersonal skills Excellent customer service Superior organization and time management Physical Requirements Lift up to 25lbs Sitting for extended periods of time Operate office equipment (copier, fax, scanner, phone, computer) Extended periods of time on the phone, typing, and reading on a computer screen Benefits Health, Vision, and Dental Insurance 401(k) Matching Paid Time Leave Paid Holidays Morning/Afternoon Breaks Complimentary Coffee Bar EEO Statement AUAF is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to sex, gender identity, sexual orientation, race, color, religion, national origin, disability, protected Veteran status, age, or any other characteristic protected by applicable law. We are committed to providing access, equal opportunity, and reasonable accommodations for people with disabilities

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)

We're Hiring: Office Administrator - Metal Fabrication Company Our metal fabrication company is looking for a full-time Office Administrator to join our team on the West Side of Chicago. This is a fully in-person position, Monday-Friday, offering the opportunity to be an integral part of our daily operations. Responsibilities: Manage day-to-day office tasks, ensuring smooth operations Maintain accurate records and financials using QuickBooks (2+ years of experience required) Utilize Microsoft Excel, Word, and Outlook for administrative tasks Handle invoicing, accounts payable/receivable, and payroll support Organize and maintain records, reports, and documentation with strong attention to detail Communicate with vendors, clients, and team members to coordinate workflow Support administrative tasks related to metal fabrication and construction projects Qualifications: Proficient in QuickBooks (minimum 2 years of experience required) Strong knowledge of Microsoft Office programs, including Excel Highly organized, detail-oriented, and efficient in a fast-paced environment Experience in a construction or metal fabrication office is a plus Location: On the West Side of Chicago (this is not a remote position)

LED Phantom is a leading manufacturer and distributor of high-quality LED lighting solutions. Established in 2013, the company has built a strong reputation for innovation, reliability, and customer satisfaction in the lighting industry. LED Phantom offers a wide range of LED lighting products, including architectural lighting, commercial lighting, landscape lighting, and custom lighting solutions. With a focus on innovation, customer satisfaction, and environmental responsibility, the company has established itself as a trusted provider in the lighting industry. LED Phantom's commitment to excellence, versatility in product offerings, and dedication to sustainable practices positions it as a reliable partner for customers seeking superior Energy conservation solutions. LED Phantom places a strong emphasis on customer satisfaction and building long-term relationships. The company's team of lighting specialists and vendors works closely with clients to understand their unique requirements and provide tailored solutions. LED Phantom offers pre-sales consultation, technical support, and after-sales service to ensure customer needs are met at every stage of the engagement. Job Summary: We are seeking a detail-oriented, proactive, and high-performing Administrative Assistant to CEO to provide high-level administrative support and ensure the smooth operation of daily business activities in all areas of business. This role is essential to ensuring smooth coordination of HR administrative tasks, managing ordering of marketing material, research and compiling essential reports and many similar tasks. The ideal candidate will thrive in a fast-paced environment, possess excellent organizational and multitasking skills, and exhibit strong problem-solving capabilities while maintaining a proactive and positive attitude. Key Responsibilities: Administrative Support: Manage and prioritize schedules, meetings, and appointments for leadership and team members. Prepare and edit correspondence, reports, and presentations with precision and professionalism. Maintain accurate records and files, ensuring easy access and confidentiality. Develop and implement innovative sales and marketing strategies: Collaborate with cross-functional teams (marketing, product development, sales) to design and execute effective strategies for market penetration and brand awareness. Project Management: Assist in planning, executing, and monitoring small to medium-scale projects, ensuring deadlines and objectives are met. Identify process inefficiencies and recommend improvements to streamline administrative workflows. HR Administrative Support: Assist with HR-related tasks, including onboarding coordination, maintaining employee records, and scheduling interviews or training sessions. Support payroll, benefits administration, and other HR documentation as required. Serve as a point of contact for employees regarding HR-related inquiries, escalating issues as needed. Marketing Material Coordination: Manage the ordering, tracking, and inventory of marketing materials, ensuring timely delivery to the necessary teams or events. Liaise with vendors to ensure quality, cost efficiency, and brand alignment of marketing materials. Coordinate distribution for campaigns, events, or sales teams. Reporting and Documentation: Compile, analyze, and distribute reports for HR and marketing activities, ensuring data accuracy and timeliness. Assist in preparing presentations, spreadsheets, and other materials for leadership and departmental use. Maintain organized filing systems for HR, marketing, and administrative records. Cross-Functional Collaboration: Act as a bridge between HR, marketing, and other teams to ensure efficient communication and task completion. Assist with organizing company events or initiatives as needed. Proactively identify and implement process improvements to enhance workflow efficiency. Key Competencies and Skills: Organization & Multitasking: Proven ability to manage multiple priorities and deadlines simultaneously. Attention to Detail: High accuracy in handling data, creating reports, and completing tasks. Communication: Strong verbal and written communication skills for internal and external correspondence. Proactive Problem-Solving: Ability to anticipate challenges and implement effective solutions independently. Technical Proficiency: Proficient in Microsoft Office Suite (Excel, Word, PowerPoint, Outlook) and familiar with HRIS or CRM tools (preferred but not required). Team-Oriented Mindset: A collaborative approach to work, fostering positive relationships across departments. Qualifications: 3+ years of experience in administrative roles, preferably with exposure to HR and/or marketing tasks. Strong communication and interpersonal skills and a professional, resourceful demeanor. Bachelor's degree in business administration, marketing, HR, or a related field (preferred but not mandatory with relevant experience). Ability to work independently. This is a full-time position with a competitive salary and benefits package. The successful candidate will have the opportunity to work with a dynamic team and contribute to the growth of a leading company in the industry. If you are a results-oriented professional with a passion for making a difference, we encourage you to apply for this exciting opportunity.

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!

Are you tired of working in a boring office? Looking for a career change? Want to be an essential part of the team's success? Do you enjoy a very busy atmosphere? Do you want to put your exceptional customer service and communication skills to work? Would you like to work with people who really care? The 33 West Ontario Condominium Association / Associa Chicagoland has an office / administrative position (Resident Coordinator) open in our 5-person Management office. In smaller offices, this position might be called an Assistant Community Manager. This is an onsite position at the building and you will be required to work the posted Management office hours of Monday - Wednesday - Friday 9:00 a.m. until 5:00 p.m. and Tuesday - Thursday 11:00 a.m. until 7:00 p.m. Requirements: • Previous office experience REQUIRED; preferably 2-3 years or more. • Conflict resolution abilities • Proficient computer and typing skills • Multi-tasking and organizational skills • EXCEPTIONAL customer service and writing skills • Receptionist abilities • Accounting skills • Ability to stay “cool” under pressure • Detail-oriented • You need to care! Responsibilities include, but are not limited to: • Answering phones; communicating with owners, residents, and vendors • Tracking and obtaining owner/resident information, leases, and certificates of insurance • Handle owner work orders and become involved in maintenance solutions • Perform building inspections • Event planning • Producing timely correspondence and newsletters • Responding to emergencies • Maintain schedules • Produce reports • Maintain a neat and orderly work space and files • Schedule moves and deliveries • Produce mailings • Attend meetings and events as required by the General Manager

With a strong global presence, this premier law firm stands out for serving top-tier clients across various industries paired with a welcoming, collegial culture rooted in Midwestern warmth, all while maintaining a genuine commitment to diversity and inclusion. This role provides comprehensive administrative support to high-level executives and their teams. You will engage with high-profile guests and internal stakeholders at all levels, ensuring professional and seamless interactions. This position requires exceptional organizational and project management skills, a strong work ethic, and the ability to communicate effectively at the executive level with sound judgment and discretion. Apply now to learn more about this exceptional opportunity! Responsibilities Provide administrative support including strategic calendar management; vetting, prioritizing, and arranging meetings; coordinating travel bookings, and internal event planning. Act as a connection with other departments and outside groups, including high-level leadership, C-level executives, and members and executive committees. Work individually and collaborate on special and ongoing projects. Act as project manager for special projects, including planning and coordinating multiple presentations, distributing information, and creating materials. Handle confidential and non-routine information and explain policies when necessary. Prepare a variety of documents, including project and meeting notes. Create and process expense reports, invoices, and check requests. Run reports from various systems and format appropriately. Exercise discretion and independent judgment concerning matters of significance. Ideal Experience Minimum of 5 years of experience in an administrative/executive assistant role supporting high-level executives. Strong typing skills, and ability to produce work quickly and effectively. Excellent proofreading, grammar, punctuation, and editing skills. Advanced proficiency in MS Outlook, Word, Excel, and PowerPoint. Proficiency in using MS Visio and Chrome River. Strong organizational skills, attention to detail, and good judgment. Strong interpersonal communication skills. Strong analytical and problem-solving skills. Able to work harmoniously and effectively with others. Able to preserve confidentiality and exercise discretion. Able to work under pressure. Able to manage multiple projects with competing deadlines and priorities. #117799 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.

The @assist Administrative Assistant will serve as administrative support to the @assist department, which handles real estate transactions and marketing projects. This role will work directly with the @assist team handling administrative duties pertaining to their files, plus project work as defined by the @assist manager. Schedule: 20-25 hours/week Monday thru Friday 9-2PM Job Duties: Assists in management of the @assist projects, including communications with internal departments Support @assist assistants by completing various tasks as it relates to transaction coordination, such as creating brochures, social media posts etc Data entry and maintenance of records Filing, updating, coordinating incoming and outgoing projects General administrative as directed by the @assist Manager Other duties as assigned Qualifications: 1-2 years of related experience Real estate/relocation experience and college degree preferred Clear and professional oral and written communication skills Motivated, organized, detail-oriented, resourceful Basic math skills (add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals) Knowledge of Word Processing software; Spreadsheet and Excel software and Database software Knowledge of Microsoft Outlook or similar email system

. Hours: Monday thru Friday, 9-5 Local candidates only please. This on-site role is crucial in supporting the company ensuring smooth operations across various administrative functions and departments Key Responsibilities: Administrative Assistance and Support: Serve as the primary point of contact for on-site administrative needs, ensuring that all office operations run efficiently and effectively. Multi-Tasking: Handle a diverse range of tasks simultaneously, from organizing office events and managing office supplies to assisting with special projects and providing support to various departments. Act as backup for administrative roles. Qualifications: Proven experience in an administrative role, with a strong emphasis on on-site responsibilities. Exceptional proficiency with administrative technology and office software (e.g., Microsoft Office Suite: Word, Excel, Outlook, Teams, OneDrive, SharePoint). Salesforce is a plus. Demonstrated ability to manage multiple tasks and projects simultaneously with excellent organizational skills. Strong communication skills, both written and verbal, with a professional demeanor. Ability to work independently and as part of a team, with a proactive approach to problem-solving. You'll be a great fit if you have... Bachelor's degree in Business Administration, Office Management, or a related field preferred. 2 years of experience in office management and administrative roles. Strong organizational and time management skills. Tech-savvy and proficient in Microsoft Office (Word, Excel, Outlook, Teams, OneDrive, SharePoint), and CRM systems. Experience with Salesforce is a plus but not required. Excellent written and verbal communication skills. Ability to multitask and prioritize tasks effectively. Strong problem-solving skills and attention to detail. Experience with office equipment and management software. Ability to work independently and collaboratively in a fast-paced environment. If you are a highly motivated self-starter with a passion for executive support we encourage you to apply.