Administrative Assistant (Chicago)

Administrative Assistant

Location: Chicago, IL (hybrid on-site Tuesday – Thursday)

Duration: Temp‑to‑Hire

Schedule: Full‑Time 7:30 AM – 4:00 PM (flexible)

This financial services company is seeking a reliable, detail‑oriented Administrative Assistant to serve as the central administrative point of contact for its Chicago and Miami offices. This role is heavily administrative (not reception‑focused) and is critical to the day‑to‑day operations of the firm.

The ideal candidate brings prior experience within a financial services or investment firm, demonstrates strong ownership of administrative responsibilities, and values consistency and professionalism in an in‑office environment.

Qualifications

• 2–3 years of experience within a financial services or investment firm (required)
• Strong administrative background with experience supporting office‑wide operations
• High attention to detail and strong organizational skills
• Proficiency in Microsoft Office (Outlook, Excel, Word, PowerPoint)
• Ability to work independently in a self‑reliant team environment
• Strong reliability and consistent attendance — this role requires an in‑office presence

Key Responsibilities

• Provide comprehensive administrative support to the Chicago office and Miami office
• Manage complex calendars and schedule internal and external meetings, including coordinating across time zones
• Coordinate conferences and register employees within the building
• Monitor office calendars and manage daily office access, including greeting visitors and letting employees into the office
• Answer phone lines and assist with internal and external communications
• Support executives and teams with calendaring and meeting logistics
• Prepare, edit, and organize presentations, reports, and materials for investment meetings
• Maintain files, manage office supplies, and support basic database/CRM updates
• Assist with ad‑hoc projects, onboarding support, and company‑wide initiatives
• Ensure smooth, consistent office operations on a daily basis