Administrative Assistant I

AArete • Chicago, IL

13d • $55,000 - $60,000 • Onsite

About The Position

As an Administrative Assistant, you will provide comprehensive administrative support to AArete’s Managing Directors and Vice Presidents, working closely with a team of Executive Assistants to support firm leadership. This role is ideal for someone who is proactive, highly organized, and thrives in a fast-moving environment. You will manage competing priorities with professionalism and discretion, helping ensure leaders stay focused on their highest-impact work while delivering a positive experience for both internal partners and external clients.
We are looking for a resourceful team player with a friendly, service-oriented mindset who can anticipate needs, respond quickly, and adapt easily as priorities shift.

Requirements

• 2–3 years of experience in an administrative support role, ideally in a professional or client-facing environment
• Strong organizational, time management, and prioritization skills with exceptional attention to detail
• Excellent written and verbal communication skills, with quick and professional response times
• Ability to manage a heavy workload and shift priorities in a fast-paced environment
• Collaborative mindset with willingness to step in, support teammates, and provide coverage when needed
• Proactive approach with the ability to anticipate needs and navigate unexpected situations
• Strong client service orientation for both internal and external stakeholders
• Proficiency in Microsoft Office (Word, Excel, PowerPoint, Outlook, Teams)
• Proficiency with video conferencing tools (Teams required; Zoom familiarity acceptable)
• Advanced proficiency in English, including strong grammar and communication skills
• Comfortable using standard office equipment and tools
• Bachelor’s degree or equivalent professional experience
• Applicants must be based in Chicago, IL, and flexible to work from our Chicago office as needed
• Must be legally authorized to work in the United States without the need for employer sponsorship

Nice To Haves

• Experience supporting senior leaders or executive-level teams
• Bachelor’s degree
• Experience with travel booking and expense reporting tools such as Egencia
• Familiarity with payroll and accounting systems including OpenAir, Paylocity, and/or ADP
• Experience working in a fast-paced, professional services or corporate environment
• Demonstrated ability to manage complex calendars and time-sensitive requests

Responsibilities

• Manage heavy calendaring and scheduling, coordinating with leadership and external clients to book meetings and optimize calendars
• Support time-sensitive requests in a fast-paced environment, balancing multiple priorities with accuracy and urgency
• Prepare and edit communications including emails, memos, reports, presentations, and other correspondence
• Coordinate and book travel and accommodations; prepare and submit expense reimbursements and time reports (Egencia experience preferred)
• Assist with planning and execution of in-office and virtual meetings and events, including logistics and set-up
• Create, maintain, and update organized databases and documentation
• Handle physical correspondence, including sending and receiving hard-copy documents and packages
• Greet visiting clients and provide a warm, professional in-office experience
• Direct phone inquiries to appropriate parties and document key messages
• Partner closely with Executive Assistants and broader teams, stepping in to provide coverage and support as needed
• Other duties as assigned

Benefits

• Flexible PTO, monthly half-day refuels, volunteer time off, 10 paid holidays
• Own Your Day flexible work policy
• Competitive majority employer-paid benefits: Medical, Dental, Vision, 401K Match
• Generous paid parental leave options
• Employer-paid Life Insurance, Short Term Disability, Long Term Disability
• Charitable contribution matching program
• New client commission opportunities and referral bonus program
• Bike share discount program

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level