Administrative Assistant — Operations & Project Support (Hybrid - Chicago, IL)

Allstate • McCullom Lake, IL

2d • $30 - $45 • Hybrid

About The Position

The Administrative Assistant — Operations & Project Support provides high-level administrative and operational support to leaders and team members within Law & Regulation. This role serves as a key partner in ensuring the efficient execution of daily business activities through calendar management, meeting coordination, travel and expense administration, document preparation, communications support, and general office operations. In addition to core administrative responsibilities, this position supports departmental operations, team initiatives, and project-related activities by coordinating information, tracking deliverables, preparing materials, and facilitating follow-through on key priorities. The successful candidate is highly organized, detail-oriented, proactive, and able to manage competing priorities while exercising sound judgment, professionalism, and discretion in a fast-paced, collaborative environment.

Requirements

• Bachelor's degree or equivalent experience.
• 4 or more years of administrative support experience.
• Experience supporting senior leaders, legal, compliance, operations, or other corporate functions.
• Ability to work from the Chicago office as business needs require.
• Proficiency in MS Office Suite: Microsoft Outlook, Word, Excel, PowerPoint, MS Teams, Share-point and other business applications.
• Demonstrated administrative, organizational, and office management expertise.
• Strong calendar management and meeting coordination skills.
• Excellent written, verbal, and interpersonal communication abilities.
• Exceptional attention to detail, including document preparation, proofreading, and formatting.
• Strong planning, prioritization, and time-management skills with the ability to manage multiple competing demands.
• Ability to manage highly confidential and sensitive information with discretion and professionalism.
• Strong problem-solving skills, initiative, and commitment to follow-through.
• Ability to collaborate effectively across a matrixed organization and establish productive working relationships at all levels.
• Comfortable supporting both routine administrative activities and project-related work.
• Experience coordinating travel arrangements and processing expenses.

Responsibilities

• Provide comprehensive administrative support to leaders and team members within an assigned Law & Regulation functional area.
• Manage complex calendars, coordinate meetings and events, reserve conference space, and oversee meeting logistics for both virtual and in-person engagements.
• Coordinate travel arrangements and prepare expense reports, invoices, and related documentation in accordance with company policies and budget guidelines.
• Manage and prioritize incoming communications, including calls, emails, mail, and shared mailbox inquiries, ensuring timely and appropriate follow-up.
• Draft, edit, proofread, and format correspondence, reports, presentations, and other business documents.
• Prepare meeting agendas, organize meeting materials, capture notes as needed, and track action items through completion.
• Maintain organized records, files, and documentation while responding to a variety of administrative requests.
• Support the day-to-day operational needs of an assigned functional area within Law & Regulation.
• Gather, organize, and maintain information, data, and supporting materials for presentations, leadership updates, reports, and departmental communications.
• Monitor shared mailboxes, triage requests, route inquiries to appropriate stakeholders, and assist in preparing responses to routine inquiries.
• Support matter management and document management processes, including intake coordination, document tracking, file organization, vendor billing, and collaboration with internal business partners.
• Assist with onboarding and team integration activities by helping new team members navigate department resources, processes, and tools.
• Contribute to special assignments, operational initiatives, and departmental projects as needed.

Benefits

• Comprehensive technology setup, including a laptop, monitors, headset, keyboard, and mouse.
• Monthly connectivity reimbursement for eligible remote workers.
• Opportunity to shape the future of protection.
• Support for causes that mean the most to you.

What This Job Offers

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