administrative assistant to the head of schools

administrative assistant

executive administrative assistant Jobs in Chicago

executive administrative assistant

executive assistant

admin assistant

administrative assistant to the head of schools Jobs in Chicago

it administrative assistant

Administrative Assistant

Wilson Elser

<div>
 
 
 Wilson Elser
 
 is a leading defense litigation law firm with more than 1400 attorneys in 46 offices throughout the United States. Founded in 1978, we rank among the top 100 law firms identified by The American Lawyer and 36 in the National Law Journal&rsquo;s survey of the nation&rsquo;s largest law firms.&nbsp;
 
 
 
 
 Our firm is committed to attracting and retaining professionals who value each other and the service we provide by embracing Teamwork, Collaboration, Client Service, and Innovation.&nbsp; If you are a motivated professional looking for a long-term fit where you can grow in a role, and will be valued and empowered, then we invite you to apply to our
 
 Administrative Assistant
 
 position.
 
 
 
 
 This position offers a flexible, hybrid or remote working arrangement and can be located in any state we have an office in.&nbsp;&nbsp;
 
 
 
 
 
 
 The Position
 
 
 
 
 Wilson Elser is currently seeking an Administrative Assistant to support a national client services team, serving as a liaison between a key leadership group with close client contact and the broader national client services team leadership.&nbsp;
 
 
 
 
 Key Responsibilities
 
 
 
 <ul>
 <li>
 Manages a high-volume of client interfacing communications of a highly confidential nature, and manages highly confidential documents and information
 </li>
 <li>
 Collaborates on projects focused on client interfacing, document management, data entry, and data management
 </li>
 <li>
 Assists with project management functions and process implementation on the client services team, including support with data collection, entry, and management
 </li>
 <li>
 Provides clerical or administrative legal services support as requested
 </li>
 </ul>
 
 
 
 Qualifications
 
 
 
 <ul>
 <li>
 Bachelor&rsquo;s Degree or equivalent professional experience
 </li>
 <li>
 Minimum of 1-2 years of experience in a law firm setting
 </li>
 <li>
 Familiarity with Document Management Systems
 </li>
 <li>
 Proficiency with Microsoft Office Suite (Outlook, Word, Excel, PowerPoint, SharePoint)
 </li>
 <li>
 Experience with data entry or data management
 </li>
 <li>
 Experience with administrative support of eDiscovery, information, data, or document collection, or data and document preservation a plus
 </li>
 <li>
 Familiarity with web-based collaborative tools and work management software a plus
 </li>
 <li>
 Experience with team messaging and instant messaging platforms a plus
 </li>
 <li>
 Experience with email and calendar management, meeting coordination, and direct client interaction
 </li>
 <li>
 Strong administrative and organizational skills with the ability to manage a high volume of work and meet tight deadlines
 </li>
 <li>
 Meticulous attention to detail and the ability to prioritize and handle multiple requests simultaneously
 </li>
 <li>
 Excellent written, verbal and interpersonal communication skills
 </li>
 <li>
 Comfortable working in a collaborative, national team environment supporting attorneys and paralegals
 </li>
 <li>
 Demonstrated professionalism in all client and internal communication
 </li>
 </ul>
 
 A variety of factors are considered in making compensation decisions, including but not limited to experience, education, licensure and/or certifications, geographic location, market demands, other business and organizational needs, and other factors permitted by law. Final salary wages offered may be outside of this range based on other reasons and individual circumstances.&nbsp; This position is considered full-time and therefore qualifies for benefits including 401(k) retirement savings plan, medical, dental, vision, disability, and life insurance. Details of participation in these benefit plans will be provided if an employee receives an offer of employment.&nbsp;
 
 
 Salary Range: : $60,000 USD - $70,000 USD
 
 
 
 Why Should You Apply?&nbsp;
 
 
 <ul>
 <li>
 
 
 Benefits:
 
 &nbsp;Outstanding benefits package, including 401k match and generous PTO plan
 
 </li>
 <li>
 
 
 Career Growth:
 
 &nbsp;Ample opportunities for professional development and advancement
 
 </li>
 <li>
 
 
 Employee Perks:
 
 &nbsp;Access to corporate discount plans and other benefits
 
 </li>
 </ul>
 
 Wilson Elser welcomes submissions of candidates for our open positions exclusively from recruitment agencies with an active, signed fee agreement who have been granted access to a position through our dedicated Recruitment Agency Portal. We are unable to consider submissions from recruitment agencies without a current (dated as of 7/1/2024) agreement in place. We appreciate your understanding. For collaboration inquiries or to establish an agreement, please contact us at talentacquisition@wilsonelser.com.
 
 
 Wilson Elser is committed to a collegial work environment in which all individuals are treated with respect and dignity.&nbsp; It is the Firm's policy that employment will be based on merit, qualifications, and competence. Further, employment decisions will be made without regard to an applicants race, color, age, sex, religion, creed, national origin, ancestry, citizenship, marital status, sexual orientation or preference, gender identity, physical or mental disability, status as a victim of domestic violence, sex offenses, or stalking, past or present service in the uniformed services or application or obligation to serve in the uniformed services, or any other characteristic protected by law.&nbsp;
 
 
 Wilson Elser endeavors to make the Wilson Elser website accessible to any and all users.&nbsp; You may review our Accessibility Policy here.
 
 
 California Residents may review our CCPA notice for applicants and employees here.
 
 #ZR
</div>

INSPYR Solutions

<div>
 
 
 Title:
 
 Administrative Assistant - Tax Department
 
 
 
 Location:
 
 Chicago, IL
 
 
 
 Duration:
 
 Contract to Hire
 
 
 
 Compensation:
 
 $25 - $29/hour
 
 
 
 Work Requirements:
 
 US Citizen, GC Holders or Authorized to Work in the U.S.
 
 
 
 
 
 
 Position Overview:
 
 
 
 We are seeking a detail-oriented Administrative Coordinator to support Directors, Principals, and departmental staff. This role plays a key part in maintaining efficient daily operations through high-level administrative and coordination support.
 
 
 
 
 
 
 Key Responsibilities:
 
 
 <ul>
 <li>
 Provide administrative support to Directors, Principals, and department staff
 </li>
 <li>
 Manage calendars, coordinate meetings, and handle travel requests
 </li>
 <li>
 Support billing, expense reports, invoicing, and CRM updates
 </li>
 <li>
 Coordinate office operations, including hoteling reservations, facility requests, and shipping/courier services (FedEx/UPS)
 </li>
 <li>
 Assist with event planning, quarterly department meetings, and internal activities
 </li>
 <li>
 Serve as liaison for Marketing and Business Development event coordination
 </li>
 <li>
 Process DocuSign requests, certified mail, and assist with client acceptance as needed
 </li>
 <li>
 Promote and support centralized administrative services across the organization
 </li>
 <li>
 Handle special projects and additional tasks as assigned
 </li>
 </ul>
 
 
 
 
 
 Qualifications:
 
 
 <ul>
 <li>
 Strong organizational and multitasking skills
 </li>
 <li>
 Excellent communication and attention to detail
 </li>
 <li>
 Must have at least 3+ years of administrative or executive support experience
 </li>
 <li>
 Proficiency in Microsoft Office (PowerPoint, Outlook, Excel); CRM experience preferred
 </li>
 <li>
 Ability to work independently in a fast-paced environment
 </li>
 <li>
 Any work supporting tax teams and/or financial services group is preferred
 </li>
 </ul>
 
 
 
 
 
 Our benefits package includes:
 
 
 <ul>
 <li>
 Comprehensive medical benefits
 </li>
 <li>
 Competitive pay
 </li>
 <li>
 401(k) retirement plan
 </li>
 <li>
 &hellip;and much more!
 </li>
 </ul>
 
 
 
 
 
 
 
 
 About INSPYR Solutions
 
 
 
 Technology is our focus and quality is our commitment. As a national expert in delivering flexible technology and talent solutions, we strategically align industry and technical expertise with our clients' business objectives and cultural needs. Our solutions are tailored to each client and include a wide variety of professional services, project, and talent solutions. By always striving for excellence and focusing on the human aspect of our business, we work seamlessly with our talent and clients to match the right solutions to the right opportunities. Learn more about us at inspyrsolutions.com.
 
 
 
 INSPYR Solutions provides Equal Employment Opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, sex, national origin, age, disability, or genetics. In addition to federal law requirements, INSPYR Solutions complies with applicable state and local laws governing nondiscrimination in employment in every location in which the company has facilities.
 
 
 
 #IND-TELECOM
 
 
 Information collected and processed through your application with INSPYR Solutions (including any job applications you choose to submit) is subject to INSPYR Solutions&rsquo; Privacy Policy and INSPYR Solutions&rsquo; AI and Automated Employment Decision Tool Policy: https://www.inspyrsolutions.com/policies/. By submitting an application, you are consenting to being contacted by INSPYR Solutions through phone, email, or text.
 
</div>

<div>
 
 Description
 
 
 
 
 Company Description
 
 
 
 WTW is a leading global advisory, broking and solutions company that helps clients around the world turn risk into a path for growth. With roots dating to 1828, WTW has 40,000 employees serving more than 140 countries. We design and deliver solutions that manage risk, optimize benefits, cultivate talent, and expand the power of capital to protect and strengthen institutions and individuals. Our unique perspective allows us to see the critical intersections between talent, assets and ideas &ndash; the dynamic formula that drives business performance. Together, we unlock potential. Learn more at
 
 wtwco.com
 
 .
 
 
 
 Summary
 
 
 
 Our Administrative Assistant will provide high-level administrative support to the Head of Risk and Broking and two additional senior executives. This role demands exceptional organizational skills, discretion, and the ability to manage multiple priorities seamlessly. Our Administrative Assistant will serve as a strategic partner, ensuring efficient operations and facilitating effective communication across departments and with external stakeholders.
 
 
 
 Key Responsibilities
 
 
 
 
 Executive Support:
 
 
 
 <ul>
 <li>
 Manage complex calendars, scheduling meetings, appointments, and travel arrangements for all three executives, ensuring optimal time management and alignment with strategic priorities.
 </li>
 <li>
 Screen and prioritize incoming communications, including phone calls, emails, and correspondence, responding when appropriate and ensuring timely follow-up on urgent matters.
 </li>
 <li>
 Coordinate logistics for internal and external meetings, conferences, and events, including preparation of agendas, materials, and follow-up actions.
 </li>
 <li>
 Prepare and maintain confidential files, records, and documents related to departmental operations, strategies, and initiatives.
 
 
 </li>
 </ul>
 
 Communication Liaison
 
 
 
 <ul>
 <li>
 Act as the primary point of contact for internal and external stakeholders, facilitating effective communication on behalf of the executives.
 </li>
 <li>
 Draft, proofread, and edit correspondence, presentations, and reports, ensuring consistency with organizational standards and tone.
 </li>
 <li>
 Manage professional networking platforms, responding to inquiries and maintaining the executives' professional image.
 
 
 </li>
 </ul>
 
 Project Coordination
 
 
 
 <ul>
 <li>
 Assist in the coordination of key projects and initiatives across the Risk and Broking division and related departments.
 </li>
 <li>
 Track project timelines and deliverables, following up with accountable parties to ensure milestones are met.
 </li>
 <li>
 Support the preparation of reports, presentations, and dashboards for leadership meetings and decision-making processes.
 
 
 </li>
 </ul>
 
 Meeting And Event Management
 
 
 
 <ul>
 <li>
 Organize high-level meetings and events, such as board presentations and executive leadership sessions.
 </li>
 <li>
 Prepare meeting agendas, distribute materials, and document follow-up actions to ensure accountability.
 </li>
 <li>
 Coordinate logistics for training sessions, workshops, and conferences pertinent to the executives' functions.
 
 
 </li>
 </ul>
 
 Confidentiality &amp; Discretion
 
 
 
 <ul>
 <li>
 Handle sensitive and confidential information with the utmost discretion, ensuring compliance with company policies and data protection regulations.
 </li>
 <li>
 Maintain trust and integrity in all interactions, safeguarding the privacy of the executives and the organization.
 
 
 </li>
 </ul>
 
 Travel And Expense Management
 
 
 
 <ul>
 <li>
 Coordinate comprehensive travel arrangements, including booking flights, accommodations, and ground transportation.
 </li>
 <li>
 Manage travel and entertainment expenses, ensuring timely submission and adherence to company policies.
 
 
 </li>
 </ul>
 
 Time Management &amp; Prioritization
 
 
 
 <ul>
 <li>
 Optimize daily and weekly schedules, balancing multiple priorities and accommodating last-minute changes or requests.
 </li>
 <li>
 Remind executives of key deadlines, events, and deliverables, aiding in effective task prioritization.
 
 
 </li>
 </ul>
 
 Qualifications
 
 
 
 
 Experience:
 
 
 
 <ul>
 <li>
 7 &ndash; 12 years of relevant Administrative Assistant experience supporting leaders in complex global roles
 </li>
 <li>
 Experience in handling geographically diverse stakeholders.
 </li>
 <li>
 Exceptional organizational and time-management skills, with the ability to multitask and prioritize effectively.
 </li>
 <li>
 Strong communication and interpersonal skills, capable of interacting with stakeholders at all levels.
 </li>
 <li>
 High degree of discretion and confidentiality.
 </li>
 <li>
 Proficiency in office productivity tools and software.
 
 
 </li>
 </ul>
 
 Skills &amp; Knowledge
 
 
 
 <ul>
 <li>
 Organization Skills
 </li>
 <li>
 Email, Calendar, Travel and Expense Management
 </li>
 <li>
 Event Planning &amp; Management
 </li>
 <li>
 Excellent Verbal &amp; Written Communication
 </li>
 <li>
 Tech savvy
 </li>
 <li>
 MS Office Proficiency, including CoPilot fundamentals
 </li>
 <li>
 Stakeholder Management
 
 
 </li>
 </ul>
 
 Compensation And Benefits
 
 
 
 Base salary range and benefits information for this position are being included in accordance with requirements of various state/local pay transparency legislation. Please note that salaries may vary for different individuals in the same role based on several factors, including but not limited to location of the role, individual competencies, education/professional certifications, qualifications/experience, performance in the role and potential for revenue generation (Producer roles only).
 
 
 
 Compensation
 
 
 
 The base salary compensation range being offered for this role is $80,000 - $105,000 USD per year. This role is also eligible for an annual short-term incentive bonus.
 
 
 
 Company Benefits
 
 
 
 WTW provides a competitive benefit package which includes the following (eligibility requirements apply):
 
 
 <ul>
 <li>
 Health and Welfare Benefits: Medical (including prescription coverage), Dental, Vision, Health Savings Account, Commuter Account, Health Care and Dependent Care Flexible Spending Accounts, Group Accident, Group Critical Illness, Life Insurance, AD&amp;D, Group Legal, Identify Theft Protection, Wellbeing Program and Work/Life Resources (including Employee Assistance Program)
 </li>
 <li>
 Leave Benefits: Paid Holidays, Annual Paid Time Off (includes paid state/local paid leave where required), Short-Term Disability, Long-Term Disability, Other Leaves (e.g., Bereavement, FMLA, ADA, Jury Duty, Military Leave, and Parental and Adoption Leave), Paid Time Off
 </li>
 <li>
 Retirement Benefits: Contributory Pension Plan and Savings Plan (401k). All Level 38 and more senior roles may also be eligible for non-qualified Deferred Compensation and Deferred Savings Plans.
 
 
 </li>
 </ul>
 This position will remain posted for a minimum of three business days from the date posted or until a sufficient/appropriate candidate slate has been identified.
 
 
 Note: Employment-based non-immigrant visa sponsorship and/or assistance is not offered for this specific job opportunity.
 
 
 Pursuant to the San Francisco Fair Chance Ordinance and Los Angeles County Fair Chance Ordinance for Employers, we will consider for employment qualified applicants with arrest and conviction records.
 
 
 At WTW, we trust you to know your work and the people, tools and environment you need to be successful. The majority of our colleagues work in a &rdquo;hybrid&rdquo; style, with a mix of remote, in-person and in-office interactions dependent on the needs of the team, role and clients. Our flexibility is rooted in trust and &ldquo;hybrid&rdquo; is not a one-size-fits-all solution.
 
 
 We understand flexibility is key to supporting an inclusive and diverse workforce and so we encourage requests for all types of flexible working as well as location-based arrangements. Please speak to your recruiter to discuss more.
 
 
 
 EOE, including disability/vets
 
</div>

TOPIARIUS

<div>
 
 About Us
 
 
 
 Topiarius is a boutique landscape design, build, and maintenance firm serving some of Chicago&rsquo;s most distinctive residential properties. Since 2003, our mission has been to design, create, and maintain luxurious outdoor sanctuaries&mdash;because people deserve to live beautifully outdoors. We work with honesty, creativity, and respect, and we&rsquo;re an upbeat, collaborative team that asks questions, learns from each other, and takes pride in delivering exceptional work.
 
 
 
 Position Overview
 
 
 
 We are seeking a detail-oriented and highly organized Administrative Assistant to support our Sales and Operations teams. In this role, you&rsquo;ll be a first point of contact for client inquiries, keep information flowing to the right people, and help ensure our daily operations run smoothly. If you enjoy helping teams stay aligned, communicating clearly, and bringing order to a fast-moving environment, this could be a great fit.
 
 
 
 Key Responsibilities
 
 
 
 
 Communication &amp; Client Service
 
 
 
 <ul>
 <li>
 Manage the inbox for the Concierge Team as the first point of contact for incoming inquiries, and ensuring timely, professional responses.
 </li>
 <li>
 Assist with client communication via email and phone, providing helpful, solution-oriented service.
 </li>
 <li>
 Schedule all new Fine Gardening visits and coordinate dates with clients.
 </li>
 <li>
 Record and share pertinent client information with the appropriate team members.
 
 
 </li>
 </ul>
 
 Operations Support
 
 
 
 <ul>
 <li>
 Support Foremen and the Fine Gardening (FG) Supervisor with essential clerical tasks, such as:
 </li>
 <li>
 Print and organize work tickets and pull tickets for field crews.
 </li>
 <li>
 Assist with timekeeping management.
 </li>
 <li>
 Create and enter purchase receipts to accurately track field expenses.
 </li>
 <li>
 Assist with building closure at the end of standard business hours each weekday.
 </li>
 <li>
 Support the HR/Office Administrator with payroll tasks during planned absences, maintaining accuracy and confidentiality.
 
 
 </li>
 </ul>
 
 Data Management
 
 
 
 <ul>
 <li>
 Perform invoice entry to support a timely, accurate billing process.
 </li>
 <li>
 Perform occasional updates to the material catalog.
 </li>
 <li>
 Update vendor pricing to reflect current costs.
 
 
 </li>
 </ul>
 
 Who Thrives In This Role
 
 
 
 This role tends to work best for people who:
 
 
 <ul>
 <li>
 Enjoy creating clarity, organization, and smooth processes for busy teams.
 </li>
 <li>
 Communicate clearly and professionally in writing and over the phone.
 </li>
 <li>
 Are comfortable juggling multiple priorities while maintaining attention to detail.
 </li>
 <li>
 Appreciate both the operational and client-service sides of our work.
 </li>
 <li>
 Take initiative, ask great questions, and follow through reliably.
 
 
 </li>
 </ul>
 
 Essential Skills &amp; Qualifications
 
 
 
 <ul>
 <li>
 Bachelor&rsquo;s degree from an accredited college or university or equivalent work experience.
 </li>
 <li>
 3-5 years of relevant professional experience; previous administrative or office support experience preferred.
 </li>
 <li>
 Fluent in English.
 </li>
 <li>
 Strong interpersonal and communication skills, including phone, email, and writing.
 </li>
 <li>
 Fluency with Microsoft Office (Word, Excel) and Google Suite (Gmail, Docs, Sheets).
 </li>
 <li>
 Proficiency with data entry and attention to detail.
 </li>
 <li>
 Ability to multitask and prioritize in a fast-paced environment.
 </li>
 <li>
 Familiarity with HubSpot and/or Aspire software systems is not required but a plus.
 
 
 </li>
 </ul>
 
 Compensation And Benefits
 
 
 
 The annual salary range for this position is $60,000 - 65,000.
 
 
 Core benefits include paid time off, medical and dental insurance (PPO/HSA and HMO options), life and disability coverage, and a 401(k) with company contribution.
 
 
 
 Expected Activity and Movement
 
 
 
 <ul>
 <li>
 Regularly sits at desk and works with computer.
 </li>
 <li>
 Intermittently moves throughout the office.
 </li>
 <li>
 Lifting (up to 40 pounds), bending on a regular basis.
 
 
 </li>
 </ul>
 
 Who We Are
 
 
 
 Since 2003, our mission has been to design, create, and maintain luxurious outdoor sanctuaries because we believe that people deserve to live beautifully outdoors. You can learn more about Topiarius at
 
 www.topiarius.com
 
 .
 
 
 At Topiarius, we work with honesty, creativity, and respect. We're an upbeat, collaborative team that asks questions, learns from each other, and takes pride in delivering exceptional work. If that sounds like your kind of culture, we'd love to talk.
 
 
 If you are interested in joining our team, please apply and be sure to include a cover letter. We will contact you if we are interested in scheduling an interview. Please refrain from phone calls.
 
 
 
 Equal Opportunity
 
 
 
 Topiarius is a non-union company. All qualified applicants will receive consideration for employment without regard to race, color, religion, gender, national origin, or other status protected by applicable law. Final candidates may be required to undergo a background check. Nothing in this job description restricts the supervisor&rsquo;s right to assign or reassign duties at any time.
</div>

Adler University

<div>The Project Coordinator for Strategic Initiatives provides administrative, logistical, and operational support primarily to the Senior Vice President (SVP)/Chief Operating Officer (COO), and to the Office of the President more broadly. Reporting to both the SVP/COO (who also serves in a capacity of Board Secretary) and the Project Manager and Executive Assistant to the President, this role is the primary administrative resource for SVP/COO-driven and board-related projects, priorities, and day-to-day tasks while also supporting presidential office operations in close partnership with and direction from the Project Manager and Executive Assistant to the President.

The work spans four main areas: financial administration (processing and reconciling invoices, expenses, and reimbursements for the Office of the President and Board of Trustees); board logistics and governance support (coordinating meetings, materials, travel, and documentation for the Board of Trustees); communications support (drafting correspondence and providing copyediting and formatting assistance); and general administrative coordination including scheduling, travel, and project tracking.

The dual reporting structure &mdash; the SVP/COO and the Project Manager and Executive Assistant to the President &mdash; ensures that the role is operationally integrated across the office while remaining directly responsive to SVP/COO priorities. Success in this role requires a genuine commitment to collaboration, operational excellence, accuracy, and policy compliance, and an interest in working in a highly collaborative and fast paced, outcomes driven environment. There will be great exposure to leadership and learning opportunities in this role.

Key Responsibilities

SVP/COO &amp; Presidential Office Support (40%)
<ul>
<li>Provide high-quality administrative support to the SVP/COO and the Office of the President, including calendar management, correspondence, document preparation, and day-to-day operational coordination.
</li>
<li>Create project plans and set meetings with teams according to key priority and project deliverables with consultation with the SVP/COO.
</li>
<li>Prepare, format, and proofread executive materials including briefing documents, presentations, reports, and correspondence &mdash; ensuring all materials are polished, accurate, and appropriate for senior leadership audiences.
</li>
<li>Draft initial communications on behalf of the SVP/COO and Office of the President, including internal memos, external correspondence, and other materials requiring a professional and institutional voice.
</li>
<li>Support daily office operations in coordination with the Administrative Manager, Executive Assistant to the President, and other office staff, including phone coverage, visitor management, and office coordination.
</li>
<li>Maintain organized, accurate, and confidential electronic and physical records and files.
</li>
<li>Ensure smooth operations and logistics for meetings and events to maximize time of participants; set up Zoom and Teams meeting links, follow-up to support appropriate meeting attendance, and coordinate to collect, create, and distribute agenda before meetings.
</li>
<li>Serve as a back-up for the President&rsquo;s scheduler.
</li>
</ul>Board of Trustees Logistics &amp; Governance Support (20%)
<ul>
<li>Serve as a primary administrative point of contact for Board of Trustees members and their support teams &mdash; coordinating scheduling, travel, logistics, and communications with professionalism and discretion.
</li>
<li>Support the Board Secretary function by assisting with the preparation and distribution of board and committee materials, meeting minutes, approvals, and governance documentation.
</li>
<li>Coordinate logistics for board meetings and committee meetings &mdash; including space reservations, catering, AV and technology needs, travel arrangements, and on-site support.
</li>
<li>Maintain accurate and current board records, including member contact information, committee assignments, term dates, and governance documentation.
</li>
<li>Assist with planning and execution of board-related events and engagements, ensuring smooth operations from planning through close.
</li>
</ul>Invoice, Expense &amp; Financial Administration (15%)
<ul>
<li>Process, track, and reconcile invoices, receipts, expense reports, reimbursements, and check requests for the Office of the President and Board of Trustees &mdash; with consistent attention to accuracy, timeliness, and compliance with institutional policies.
</li>
<li>Serve as a primary point of contact for reimbursement and reconciliation within the Office of the President, working closely with the Executive Assistant and Administrative Manager to ensure all financial transactions are processed correctly and on schedule.
</li>
<li>Coordinate with the Finance office on invoice approvals, vendor payments, and budget tracking as needed.
</li>
<li>Maintain organized financial records and documentation to support audits, reviews, and reporting.
</li>
</ul>Travel Coordination (5%)
<ul>
<li>Under the direction of the administrative manager, support coordination of domestic and international travel for the President, SVP/COO, and Board of Trustees members &mdash; including itineraries, transportation, lodging, visa or documentation needs, and detailed logistics.
</li>
<li>Anticipate and resolve travel complications proactively, ensuring senior leaders and board members experience seamless, well-managed travel.
</li>
<li>Maintain and reconcile travel-related expenses in accordance with institutional policies.
</li>
</ul>Project &amp; Administrative Coordination (20%)
<ul>
<li>Provide project coordination support for initiatives led by the Office of the President &mdash; tracking timelines, action items, deliverables, and follow-up to ensure nothing falls through the cracks.
</li>
<li>Support administrative compliance and documentation efforts, coordinating communications, maintaining records, and assisting with audits or reviews as needed.
</li>
<li>Provide administrative support to senior leadership team committees or working groups, including scheduling, materials preparation, and documentation.
</li>
<li>Collaborate across departments and constituencies with professionalism and discretion, representing the Office of the President with care and institutional awareness.
</li>
<li>Oversee timekeeping and administrative guidance for student workers, temporary staff, or interns supporting the Office of the President, as assigned.</li></ul> 

Qualifications

Required
<ul>
<li>Prior experience in an administrative, executive support, or operations role &mdash; in a professional, academic, nonprofit, or mission-driven environment.
</li>
<li>Strong organizational, time-management, and multitasking skills; ability to manage multiple priorities accurately in a fast-paced environment.
</li>
<li>Excellent writing, editing, and proofreading skills, with the ability to produce clear, polished materials for senior and governance audiences.
</li>
<li>Experience with or demonstrated ability to quickly learn invoice processing, expense reconciliation, and financial record-keeping.
</li>
<li>Proficiency with Microsoft Office (Word, PowerPoint, Excel, Outlook) and Google Workspace.
</li>
<li>High level of professionalism, discretion, and sound judgment in handling confidential information.
</li>
<li> Proactive, self-directed working style with the ability to anticipate needs and act without waiting to be asked.
</li>
<li>Genuine commitment to operational excellence and continuous improvement.
</li>
<li>Collaborative, collegial approach with the ability to work effectively across diverse constituencies and stakeholders.
</li>
<li>A learning mindset and openness to leveraging tools and resources, including AI.
</li><li>Appreciation for and commitment to the mission of Adler University.
</li>
</ul>Preferred
<ul>
<li>Experience supporting a Board of Trustees, governing body, or senior executive in a higher education or nonprofit setting.
</li>
<li>Familiarity with board governance processes, meeting administration, or corporate secretary functions.
</li>
<li>Experience coordinating domestic or international travel for senior leaders.
</li>
<li>Demonstrated curiosity and interest in higher education, mission-driven organizations, or institutional leadership.</li></ul> 

Salary Range: $55,000.00 - $65,000.00

Work Environment (Physical Demands): The usual and customary methods of performing the jobs functions require the following physical demands: some lifting, carrying, pushing, and/or pulling and significant fine finger dexterity. Generally, the job requires 80% sitting, 10% walking, and 10% standing. This job is performed in a generally clean and healthy environment. 


Universal Core Behaviors:

Commitment to Adler&rsquo;s Mission
<ul>
<li>Acts with personal integrity, honesty, compassion. and integrity in all professional responsibilities.
</li><li>Aligns professional actions with Adler&rsquo;s commitment to community-rooted education, research, and impact.
</li><li>Contributes to a culture that advances health, well-being, and community connection &mdash; locally and globally.
</li><li>Respects and values colleagues and community partners.
</li></ul>Accountability and Excellence
<ul>
<li>Demonstrates results-oriented focus and commitment to quality.
</li><li>Consistently meets deadlines and delivers work of high professional standard.
</li><li>Prioritizes service and responsiveness.
</li><li>Seeks opportunities to improve efficiency, effectiveness, and resource use.
</li><li>Takes ownership of performance, seeks feedback, and accepts responsibility for actions.</li>
</ul>
Communication
<ul>
<li>Communicates with respect, diplomacy, and professionalism.
</li><li>Demonstrates active listening and comprehension.
</li><li>Expresses ideas clearly and effectively in both oral and written forms.
</li><li>Keeps colleagues informed in a timely and transparent manner.
</li></ul>Collaboration and Teamwork
<ul>
<li>Actively contributes to and engages with colleagues, partners, and communities.
</li><li>Builds relationships rooted in respect, empathy, and trust.
</li><li>Demonstrates curiosity, courage, and integrity in guiding work and decisions.
</li><li>Makes thoughtful, informed decisions that balance short-term needs with long-term impact.
</li><li>Works cooperatively with colleagues to achieve collective goals.
</li></ul>Adaptability and Lifelong Learning
<ul>
<li>Approaches challenges with proactive problem-solving.
</li><li>Commits to lifelong learning by continuously developing skills, knowledge, and effectiveness.
</li><li>Supports and adapts to evolving needs in the work environment.
</li></ul>Partnership with Supervisors
<ul>
<li>Engages supervisors as partners in achieving goals.
</li><li>Fosters open, respectful communication to maintain alignment and clarity.
</li>Seeks guidance and feedback when appropriate while demonstrating initiative and accountability. 
<li>
 </li></ul>Equal Opportunity Employer

It is the policy of Adler University that all persons are entitled to Equal Employment Opportunity (EEO) protection. The University does not discriminate against any individual for employment because of age, religion, race, color, gender, gender identity, sexual orientation, national origin, ancestry, marital status, physical or mental disability, military status (including unfavorable discharge from the military), or any other category protected by federal, state, or local law.</div>

Project Coordinator, Strategic Initiatives

Holy Family Ministries

ABOUT HOLY FAMILY MINISTRIESHoly Family Ministries is a unique community that provides opportunities for children, youth, and families from Chicago&rsquo;s under-resourced neighborhoods to excel academically, grow spiritually, expand life experiences, and become exceptional leaders. For nearly forty years, Holy Family (HFM) has provided hope and purpose, rooted in faith, through the transforming power of education. More than 500 students across four programs are enrolled in year-round programming, each experiencing the chance for a brighter future. At Holy Family, Excellence in Education goes beyond just the classroom, ensuring every child can succeed in school and life.Our programs strengthen communities by educating youth for entrance into high-performing high schools; instill in youth the values, character strengths, and resilience needed to succeed in life; and develop young leaders. The four stellar programs available at Holy Family Ministries: 1) Little Learners Academy - Early learning education, 2) Holy Family School - Education for K-8, 3) Adventures in Learning - afterschool and summer camp, and 4) The Peace Exchange -youth leadership and violence prevention program.Holy Family Ministries has earned a Platinum Seal from Candid (Guidestar), a Four-Star rating from Charity Navigator, and a well-respected 501(c)(3) organization.JOB OVERVIEWThe Administrative Assistant at Holy Family School is responsible for providing administrative support to the Head of Schools, Administrators, students, parents, and the school community. The individual in this role should possess excellent interpersonal skills, strong organizational abilities, and proficiency in office software and equipment. The Administrative Assistant will report to the Head of Schools and play a crucial role in ensuring the smooth operation of the school's administrative processes.ESSENTIAL FUNCTIONS AND RESPONSIBILITIES<ul><li>Demonstrates excellent customer service Possess a supportive demeanor and genuine enjoyment of working with staff, students, parents, and the community</li><li>Demonstrates excellent interpersonal skills. Engages courteously and effectively with both the public and staff</li><li>Must have excellent communication skills, written and verbal, must communicate clearly and distinctly in person and on the phone. Compose routine business correspondence and emails professionally and accurately</li><li>Exercise independent judgment and discretion in all matters</li><li>Demonstrates excellent organization and time management skills.</li><li>Able to prioritize assignments and manage time efficiently</li><li>Utilize strong organizational skills to problem solve, multitask, manage projects, and consistently meet deadlines</li><li>Take initiative and work independently to strengthen organizational systems.</li><li>Conduct inventories, complete check requests, and perform other record-keeping activities (attendance, student and teacher records) accurately and promptly</li><li>Planning and coordinating skills are a must to secure transportation services as needed.</li><li>Demonstrate strong competencies in software usage and technology</li><li>Show a desire and ability to be a continuous learner</li><li>Remain current on new technologies and best practices in administrative support.</li><li>This does not present an exhaustive list of responsibilities and other duties may be assigned</li></ul>QUALIFICATIONS<ul><li>High School Diploma or GED (required)</li><li>Associates Degree or Bacherlors&rsquo; Degree (preferred)</li><li>Minimum 5 years&rsquo; of experience as an Administrative Assistant</li><li>Excellent communication skills (verbal and written)</li><li>Proficient in Google Workspace, Microsoft Office Suites, and Canva. Must be able to perform various tasks, such as document creation,and record maintenance</li><li>Proficient knowledge of spreadsheet functions, pivot tables, and mail merge</li><li>Ability to learn new software quickly</li><li>Effectively use the school's student information system (FACTS) for various administrative tasks.</li><li>Operate office equipment efficiently and effectively</li><li>Excellent Customer Services Skills</li><li>Excellent team player</li><li>Ability to demonstrate Holy Family Ministries mission, vision, values and guiding principles</li></ul>WORK ENVIRONMENTAble to work indoors and occasionally outdoors. Role requires sitting, standing, squatting, kneeling, seeing, hearing, and the ability to lift a minimum of 10lbs.BENEFITS (full-time employees only):Health insuranceDental insuranceVision insurancePaid time offLife InsuranceShort-term DisabilityEmployee Assistant Program (EAP)403(b)Job Type: Full-timePay: $57,000.00 - $63,000.00 per yearBenefits:<ul><li>401(k)</li><li>401(k) matching</li><li>Dental insurance</li><li>Health insurance</li><li>Life insurance</li><li>Paid time off</li><li>Professional development assistance</li><li>Retirement plan</li><li>Tuition reimbursement</li></ul>People with a criminal record are encouraged to applyApplication Question(s):<ul><li>The positions requires candidate complete an assessment to test proficiency in Excel Spreadsheets/Google Sheets and Powerpoint/Google Presentations. Are you willing to complete the assessment?</li><li>Can you create a Pivot Table?</li><li>How many years of have you worked as an Administrative or Executive Assistant?</li></ul>Experience:<ul><li>Executive Assistant: 3 years (Required)</li><li>Google Suites: 3 years (Required)</li></ul>Work Location: In person

Administrative Assistant to the Head of Schools

Explore 421+ It administrative assistant in Chicago this April. Find roles across top companies and apply now to boost your career.

421 it administrative assistant jobs In Chicago

Administrative Assistant

Administrative Assistant

Administrative Assistant

Administrative Assistant

Administrative Assistant

Project Coordinator, Strategic Initiatives

Administrative Assistant to the Head of Schools