Administrative Assistant, Business Technology Group

Harrison Street•Chicago, IL

23h•Onsite

About The Position

Under the direction of the Chief Information Officer, the Administrative Assistant provides comprehensive support to the Business Technology Group. Core responsibilities include facilitating operational activities such as invoice processing, tracking, and documentation; assisting with vendor management by monitoring contracts, renewal dates, and points of contact; coordinating BTG communications related to maintenance windows, product updates, outages and blackout dates; and booking travel and preparing expense reports. Additionally, the role is responsible for reviewing and distributing internal communications and standard documentation as instructed, maintaining team meeting minutes and task tracking, and coordinating meetings, calendars, and internal events, all in accordance with BTG leadership guidance.

Requirements

High school diploma or equivalent required; associate or bachelorâ€™s degree preferred.
3+ years of experience in an administrative assistant or coordination role.
Strong organizational, documentation, and communication skills.
Proficiency with Microsoft Office and collaboration tools (Outlook, Teams, SharePoint).
Ability to manage multiple priorities and work independently with guidance.
Must be able to maintain professional and effective working relations with supervisors, co-workers.
Must be able to work flexible hours, including weekends and evenings.

Responsibilities

Assist with scheduling meetings, maintaining calendars, and coordinating internal events.
Coordinate preparation and distribution of materials for BTG leadership meetings (e.g., agendas, pre-reads, action item logs).
Assist with booking travel and preparing expense reports.
Review and distribute internal communications, notifications, and standard documentation, as instructed by BTG leadership.
Maintain meeting minutes, documentation, trackers, and status updates for internal BTG meetings under guidance from BTG leadership.
Coordinate with other administrative staff, business teams, and the BTG relative to initiatives that have cross functional impact.
Support ad hoc administrative initiatives, as requested.
Participate in meetings or training sessions, as needed.
Support BTG operational activities by receiving, processing, tracking, and managing all BTG related invoices.
Assist with tracking third-party vendor contracts, renewal dates, and points of contact.
Coordinate with Accounting to resolve invoice discrepancies, missing documentation, or approval delays.
Maintain standardized vendor folders with contracts, statements of work, and renewal information.
Assist with coordinating and sending communications related to maintenance windows, outages, product updates, etc. for technology platforms.
Coordinate periodic audits of team artifacts and documentation to ensure materials are organized, up to date, and archived per guidance.
Other duties as assigned