Note: This position is ideal for someone who needs somewhat of a flexible start and end time occasionally
The administrative assistant will be responsible for providing comprehensive administrative support to ensure the smooth and efficient operation of the office and the delivery of client scope. This role involves coordinating various office activities, assisting with client communications during setup, maintenance, client changes and off-boarding, and ensuring that project deliverables are met on time and to the highest standards.
Job Responsibilities:
Assist with daily office operations, including schedules, correspondence, and filing systems.
Maintain office supplies and equipment, ensuring everything is stocked and functional.
Assist in the preparation of reports, presentations, and other documentation.
Client coordination:
Serve as a point of contact for clients, addressing their inquiries and concerns promptly.
Coordinate client meetings, including scheduling, preparing agendas, and ensuring all necessary materials are available.
Track project timelines and deliverables to ensure client scope is met.
Run a series of daily, weekly, monthly reports in the client management system.
Facilitate clear and effective communication between the office, clients, and other stakeholders.
Prepare and distribute meeting notes, project updates, and other communications as needed.
Maintain accurate client records and documentation.
Miscellaneous:
Assist with other administrative tasks and special projects as assigned.
Support the office team with various ad hoc tasks to ensure a productive work environment.
Secondary responsibilities possible in the following areas: accounting, media relations, digital marketing and operations.
Basic Qualifications:
One year certificate from college or technical school; or three to six months related experience and/or training; or equivalent combination of education and experience.
You must be able to successfully use applications in Google Workspace and learn to use other software for project management and any other work-related applications we put into place.
Proven experience in an administrative or office support role.
Strong organizational and multitasking skills.
Excellent written and verbal communication skills.
Proficiency in Google Workspace.
Ability to work independently and as part of a team.
Attention to detail and a commitment to delivering high-quality work.
Experience in project management or client relations is a plus.
Experience in social media management is a plus.
WORKING ENVIRONMENT
This position is Hybrid, with 2 days per week in the Chicago office. The office is centrally located near all train lines in the loop.
This is a part-time position. Hours can range between 15 and 25 hours per week based on interest and responsibilities.
Because of the confidential nature of our client work, this is not a job that should be done from a public location.
Employees are expected to have a dedicated work area that is free from distractions and an ability to commit to their job in its entirety the entire time working
Time tracking is required
We have a professional dress code and behavior standards plus other requirements as detailed in our handbook