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Administrative Assistant
We are seeking an experienced Senior Administrative Assistant to provide high-level administrative, operational, and executive support within Investment & Corporate Banking. This role is responsible for ensuring seamless day-to-day business operations by supporting executives and senior leaders through calendar management, meeting coordination, event planning, expense management, travel arrangements, reporting, and operational administration.
The successful candidate will act as a key partner across a large and collaborative business group, helping maintain operational continuity during periods of transition, absence, or increased workload. This position requires a highly organized, proactive, and detail-oriented professional who thrives in fast-paced corporate environments and is comfortable managing multiple priorities while maintaining a high level of professionalism and discretion.
Location: Chicago, IL (Hybrid – 4 days in office)
Contract Length: 12 Months (Extension or FTE Conversion Possible)
Hours: 8:30 AM–5:00 PM CST
- Provide specialized administrative and operational support to executives, senior managers, and business teams within a large and diverse department.
- Manage complex calendars, schedule meetings, coordinate conference rooms, and arrange meeting logistics to support efficient operations.
- Coordinate and support department events, workshops, training sessions, and stakeholder meetings.
- Prepare, edit, and distribute professional communications, presentations, reports, policies, and correspondence.
- Track metrics, milestones, budgets, invoices, expense claims, and reporting activities to support business operations and strategic initiatives.
- Process invoices and expense reports in accordance with established processes, vendor agreements, and control standards.
- Coordinate travel arrangements including flights, accommodations, itineraries, and related logistics.
- Maintain organized filing systems and ensure operational documents and records are accurate, accessible, and up to date.
- Support onboarding, office moves, seating arrangements, contractor coordination, and other facilities-related activities while minimizing business disruption.
- Maintain office supply inventory and coordinate purchasing activities as required.
- Coordinate staff scheduling, vacation tracking, training registrations, and related administrative functions.
- Analyze operational issues, identify process improvement opportunities, and recommend solutions to improve efficiency and effectiveness.
- Collaborate with internal stakeholders and external vendors to support business objectives and deliverables.
- Provide coaching and guidance to junior administrative assistants as needed.
- Ensure adherence to operational procedures, internal controls, risk management frameworks, and applicable policies and regulations.
- Handle escalations, prioritize competing requests, and complete complex administrative tasks with accuracy and professionalism.
- 3–5+ years of experience in an administrative, executive support, or professional support function within a corporate environment.
- Proven experience supporting senior leaders, executives, or large business teams in fast-paced organizations.
- Strong organizational and time management skills with the ability to manage multiple priorities simultaneously.
- Excellent written and verbal communication skills with strong attention to detail and professionalism.
- Demonstrated analytical and problem-solving capabilities with the ability to independently manage issues and determine next steps.
- Strong collaboration and stakeholder management skills across cross-functional teams.
- Experience coordinating meetings, travel, events, budgets, invoices, and expense management activities.
- Ability to maintain confidentiality and exercise sound judgment in handling sensitive information.
- Proficiency with Microsoft Office Suite including Outlook, Excel, Word, PowerPoint, and Teams.
- Strong administrative coordination skills including scheduling, documentation management, and operational support.
Preferred
- Experience supporting teams within financial services, banking, or large enterprise environments.
- Prior experience working in hybrid office environments with facilities or workplace coordination responsibilities.
- Experience mentoring or supporting junior administrative staff.
- Relevant post-secondary education in Business Administration, Office Administration, or related discipline considered an asset.
- Post-secondary education in Business Administration, Office Administration, or a related field preferre
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