Administrative Assistant

HUB International•Chicago, IL

1d•$25 - $30

About The Position

We are seeking a highly organized and proactive Administrative Assistant to provide comprehensive administrative support to our Executive Vice President of Technology and Operations and their leadership team. This role requires an experienced professional who can work independently, manage complex schedules, and handle confidential information with discretion. The ideal candidate will serve as a trusted partner to the executive while providing additional support to the Technology and Operations departments as needed.

Requirements

Minimum 2-3 years of administrative experience
High school diploma or equivalent required; bachelor's degree preferred
Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook)
Ability to create professional presentations and documents
Strong organizational and time management skills
Excellent interpersonal and communication abilities (both verbal and written)
Professional presence and business acumen
Strong attention to detail and accuracy
Ability to adapt quickly to changing priorities
Capacity to work independently while functioning as an effective team player
High degree of initiative and self-motivation
Positive attitude and energetic personality
Integrity and professionalism
Discretion in handling confidential information
Flexibility and comfort in a dynamic, evolving work environment
Willingness to work overtime when necessary

Responsibilities

Manage and maintain calendars, making decisions about scheduling priorities and meeting arrangements
Coordinate and schedule meetings with internal and external stakeholders
Anticipate scheduling conflicts and proactively resolve them
Arrange domestic travel itineraries
Anticipate potential travel obstacles and develop contingency plans
Ensure all travel arrangements align with company policies
Screen and prioritize incoming emails and telephone calls
Exercise sound judgment in determining appropriate responses and timing
Compose professional correspondence on behalf of the team
Maintain confidentiality of sensitive communications
Prepare and maintain expense reports with accuracy and attention to detail
Reconcile accounts and ensure timely processing
Review and audit data for accuracy and completion
Create polished presentations and documents using Microsoft Office Suite
Coordinate and assist with planning departmental events
Manage multiple projects simultaneously while meeting deadlines
Take ownership of ad hoc assignments and special projects
Provide backup coverage for Reception and other Administrative Assistants
Collaborate with team members in a fast-paced environment
Support department needs as they arise