Executive assistant jobs in Elgin, IL - 603 jobs

A mission-driven non-profit organization is seeking an Executive Assistant to join their team. This full-time, hybrid position in Chicago offers a salary of $75,000-$95,000 and reports directly to the CEO. This role requires a highly organized, extroverted, and career-oriented professional with exceptional attention to detail, a proactive mindset, and the drive to take on a dynamic role supporting executive leadership. This position provides a unique opportunity to work closely with the CEO, contributing directly to the efficiency and effectiveness of the organization's executive operations. The position includes a comprehensive benefits package, including medical, dental, vision, life insurance, 401(k), paid time off, and short- and long-term disability coverage. Responsibilities of the Executive Assistant: Anticipate the CEO's needs and provide high-level, confidential, and solution-oriented executive support, proactively managing priorities and workflows. Oversee and optimize the CEO's calendar, including scheduling, travel arrangements, and meeting logistics, ensuring effective time management. Act as the CEO's representative and gatekeeper, cultivating strong relationships while exemplifying the organization's mission, values, and professional standards. Serve as the primary liaison between the CEO and internal/external stakeholders, including Board members, investors, philanthropic partners, and senior leadership. Plan, coordinate, and manage Board and Committee meetings, including preparation of agendas, materials, presentations, minutes, and follow-up. Lead special projects and initiatives that enhance executive operations, administrative systems, and cross-functional collaboration. Coordinate executive communications, reports, and presentations, ensuring all deliverables meet organizational standards and professional quality. Collaborate with and mentor other administrative staff, modeling accountability, teamwork, and a growth-oriented mindset. Maintain clear, professional, and timely communication between the CEO and internal/external stakeholders while safeguarding sensitive information. Support the organization's culture, equity, diversity, and inclusion initiatives, actively participating in learning opportunities and mission-driven programs. Assume ownership of additional projects as assigned, managing them from inception through completion with initiative and independence. Qualifications of the Executive Assistant: Bachelor's degree preferred 7-10 years of experience providing high-level support to C-level executives, preferably within a non-profit organization. Demonstrated expertise in governance, Board relations, and leading cross-functional initiatives. Proven ability to manage projects independently from start to finish, ensuring timely and high-quality deliverables. Exceptional organizational skills with meticulous attention to detail and the ability to balance multiple priorities effectively. Outstanding verbal and written communication skills, demonstrating professionalism and confidence in all internal and external interactions. Extroverted, proactive, and highly career-oriented, with a strong initiative and results-driven mindset. High emotional intelligence, sound judgment, and discretion in sensitive or high-pressure situations. Proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint), Adobe Acrobat, and social media/web platforms. Flexibility for occasional local and organizational travel, extended hours, early starts, or evening/weekend work as needed. P - 5

About the Company Callan Associates is one of the nation's leading Boutique Retained Senior Executive Search Consulting Firms. Founded in 1982 with a mission to deliver high-quality, personalized executive recruiting services, Callan Associates has established itself as a trusted partner to a select group of corporate clients. Based in Oakbrook, IL, the firm adeptly serves globally diversified, large public companies and privately held entities, including Private Equity firms. The array of services offered includes Senior Level Searches, Board of Directors Services, and Executive Assessments, encompassing CEO Succession planning and strategic mapping. About the Role Callan Associates seeks an experienced, dynamic, and impactful professional to fill the Executive Assistant role. This role can be either full or part time. This pivotal position is designed to assist the Managing Partners in a variety of capacities: Managing their schedules Coordinating client and candidate activities Preparing reports and documentation Data entry for candidate information into our tracking system Handling communication from both internal and external sources Executing multiple complex and diverse special projects as directed Closing searches Light Office Management activities Responsibilities The Executive Assistant will provide comprehensive administrative support to the partners, ensuring smooth and efficient operations. Key responsibilities include: Client Correspondence and Communication: Facilitate effective communication between clients and the firm, managing emails, phone calls, and written correspondence with professionalism. Candidate and Client Schedule Coordination: Organize and manage schedules for candidates and clients, ensuring all meetings and appointments are synchronized and conflicts are avoided. Document and Report Preparation: Prepare and edit documents, reports, and presentations, ensuring accuracy and adherence to the firm's standards. Travel Planning and Support: Arrange travel plans, including booking flights, accommodations, and transportation, and providing travel itineraries and support as needed. Execution of Search-Related Activities: Assist with activities related to search assignments, including conducting research, preparing materials, and coordinating with relevant parties. Schedule Management Using Integrated Outlook Calendars: Maintain and manage integrated Outlook calendars for partners, ensuring optimal time management and appointment scheduling. Maintaining Content Within Support Systems: Update and manage content within support systems such as SharePoint and tracking databases, ensuring information is current and accessible. Client and Candidate Research: Conduct research on clients and candidates, gathering and analyzing information to support decision-making and strategy. Qualifications The ideal candidate for the Executive Assistant position will be resourceful, action-oriented, and thrive in a small team environment. To be successful in this role, the candidate should possess the following qualifications: Experience: A minimum of eight years of experience as an Executive Assistant, including support of C-Suite executives. Experience in Professional Services firms is highly desired. Communication Skills: Strong communicator with the ability to create reports and write business correspondence. Clear and concise communication via email, memoranda, phone calls, and face-to-face interactions is essential. Proactivity and Problem-Solving: Ability to anticipate needs, solve problems independently, and think strategically. The candidate should be able to resolve conflicts respectfully and thoughtfully. Work Habits: Efficient work habits with the ability to be self-directed, proactive, and manage multiple, changing tasks throughout the day. Ownership and Responsibility: Ability to take ownership by actively managing and prioritizing tasks, ensuring timely and accurate completion. Interpersonal Skills: A team player with strong interpersonal skills, capable of interacting effectively with staff, partners, and clients in a timely manner. Organization and Detail Orientation: Superior follow-up skills, incredibly well-organized, and detail-oriented. Technical Proficiency: Proficient with MS Office Suite, particularly Outlook, Word, Excel, and PowerPoint. Strong internet research experience and aptitude with current technology and apps. Adaptability: Ability to learn new skills and adapt to new projects as the firm continues to grow.

Title Executive Assistant Elmhurst, IL About the Company Our client is a global organization, named one of the largest in the Automobile industry! They are rapidly growing and going through a robust digital transformation. The business and senior leadership understand the need for this dynamic position, which would require a proactive, meticulous, and organized individual who can manage their workload and prioritize tasks in a fast-paced corporate environment. We are seeking a highly motivated Executive Assistant that is responsible for providing comprehensive support to the executives and business stakeholders, ensuring efficient operation of the office, and maintaining strong communication links between the executives, senior management, and other internal departments. Your Role: Office Administrator (40%) Coordinate team meeting logistics, including booking meeting rooms and setting up necessary equipment. Manage and maintain office supplies to ensure smooth day-to-day operations. Organize and oversee IT team lunches, town halls, and annual events, ensuring these events align with team and organizational goals. Celebrate festivities and plan team-building activities to promote engagement and camaraderie. Provide operational/admin support to Manager by handling administrative tasks and logistics as needed. 2. WOW Onboarding Representative (20%) Oversee the first-day experience for new employees, including a comprehensive office tour and workspace setup. Collaborate with reporting managers to schedule initial meetings (first week) for new hires. Conduct structured T+0, T+7, T+30, and T+90 check-ins to track and enhance the onboarding experience. Collect and present feedback from new hires to continuously improve the onboarding process. 3. CIO Calendar Administrator (40%) Manage and prioritize the CIO's calendar, ensuring efficient scheduling of high-priority meetings. Coordinate and schedule executive meetings, including the preparation of agendas and follow-up actions. Maintain professionalism and confidentiality in handling executive-level communications. Proactively anticipate and resolve scheduling conflicts to optimize the CIO's time. 4. Collaboration with Leadership Hold regular 1:1 meetings with Manager to align on priorities and responsibilities. Participate in 1:1 meetings with CIO to provide updates and support calendar-related activities. Experience: 3+ years' experience as an Office Administrator or similar administrative role in a corporate environment. Exceptional organizational and time-management skills. Strong verbal and written communication skills. Ability to handle confidential information with discretion. Must be proactive, with the ability to meet deadlines in a fast-paced environment. Google suite knowledge is a plus. Workday experience is a plus. MMD Services Inc. is an equal opportunity employer. All applicants are considered for all positions without regard to race, religion, color, sex, gender, sexual orientation, pregnancy, age, national origin, ancestry, physical/mental disability, medical condition, military/veteran status, genetic information, marital status, ethnicity, alienage, or any other protected classification, in accordance with applicable federal, state, and local laws.

Fantastic opportunity to work for a highly reputable family in the Northern Suburbs of Chicago. Great work life balance working 9-4. Job Title: Executive Assistant/Personal Assistant The House Manager / Executive Assistant will provide comprehensive personal, household, and administrative support to a High Net Worth Individual. This role requires exceptional discretion, organizational excellence, and the ability to manage complex, fast-moving priorities across both professional and personal domains. The ideal candidate is proactive, detail-oriented, service-driven, and comfortable operating with a high degree of autonomy. Key Responsibilities Household & Property Management Oversee day-to-day operations of private residence Coordinate maintenance, repairs, renovations, and vendor relationships Manage household budgets, expenses, invoices, and petty cash Ensure property is maintained to the highest standards at all times Executive & Personal Assistance Manage the Principal's calendar, scheduling, and reminders Coordinate travel, including flights, accommodations, ground transportation, and itineraries Handle correspondence, phone calls, emails, and confidential communications Assist with personal projects, research, and ad hoc requests Act as a gatekeeper and point of contact on behalf of the Principal Maintain organized digital and physical filing systems Financial & Administrative Support Track personal and household expenses; prepare reports as needed Manage bill payments, subscriptions, and account administration Support compliance, insurance, and documentation management Confidentiality & Risk Management Handle highly sensitive personal, financial, and business information with absolute discretion Anticipate issues and proactively resolve problems Ensure privacy, security, and confidentiality at all times Qualifications & Experience Experience as a House Manager, Executive Assistant, Personal Assistant, or similar role supporting a HNI, or C-level executive Strong organizational and multitasking skills with exceptional attention to detail High level of professionalism, discretion, and emotional intelligence Excellent written and verbal communication skills Tech-savvy; proficient in calendars, email, spreadsheets, and household management tools

The Executive Assistant provides high-level administrative and project management support to help ensure the Investment Office runs smoothly and efficiently. This role is responsible for managing C-level calendar and priorities, preparing and overseeing key investment-related reporting for leadership meetings, coordinating communication and logistics, and supporting cross-functional projects across multiple teams. The Executive Assistant also serves as a key liaison between internal leadership, board-level stakeholders, and external partners. Key Responsibilities Executive Support & Priority Management Manage complex calendar, meeting preparation, and shifting priorities, proactively resolving scheduling conflicts Act as the primary point of contact for communications, helping gather and summarize materials in advance of meetings Coordinate domestic and international travel planning, itineraries, and onsite support when needed Support communication with senior stakeholders including board members, external advisors, and investment partners, handling interactions with professionalism and discretion Draft and edit executive-level memos, presentations, and communications to maintain clarity, consistency, and tone Process travel expenses and ensure compliance with internal guidelines Investment Committee & Board Support Own end-to-end preparation for Investment Committee meetings including agendas, materials organization, proofreading, distribution, meeting logistics, minutes, and tracking follow-up action items Partner closely with investment team members and other internal stakeholders to ensure materials are accurate and delivered on time Strategic Projects & Cross-Functional Execution Lead and organize projects such as improving internal processes, implementing tools, and coordinating team planning/offsite meetings Manage timelines, stakeholders, risks, and decisions across initiatives, and provide progress updates as needed Investment Office Operations Run weekly investment team meeting rhythms: build agendas, consolidate inputs, take notes, publish summaries, and track follow-ups through completion Maintain day-to-day operational workflow and internal information flow, including shared calendars and collaboration channels Support budgeting and forecasting work by tracking administrative spending and preparing periodic updates Process contracts, invoices, and vendor payments, approving routine expenses when appropriate Coordinate complex meetings and events (including AV and virtual platforms) and ensure deadlines and action items are met Additional Duties Participate in special projects, working groups, and professional development Perform other responsibilities as assigned Qualifications Bachelor's degree (or equivalent) plus at least 4 years of experience supporting senior executives and/or managing complex operations or projects Experience or exposure to investments, finance, or business is a plus Background in financial services, asset management, endowments, or foundations is strongly preferred Comfortable working with investment-related reporting and basic financial concepts (performance reports, portfolio summaries, manager updates, etc.) Strong project management ability - capable of planning and coordinating work across multiple teams and meeting deadlines Excellent writing, editing, and presentation skills, including review of documents that include financial/investment information Highly organized, proactive, and able to manage multiple priorities independently Advanced Microsoft Office skills (especially Outlook, Excel, and PowerPoint), and strong skills in virtual meeting tools Professionalism, discretion, and strong judgment when working with senior and external stakeholders

Is this you? You are an experienced and highly professional Executive Assistant to provide comprehensive administrative support to the CEO and President. You possess exceptional judgment, discretion, and organizational capability. You enjoy variety in your work and appreciate that no two days are the same If yes, then bring your talent and skills to F.E. Moran! We have an exciting opportunity for an Executive Assistant in our Northbrook office. As our company continues to expand, we want you to grow and develop with us! You Are: EXPERIENCED: Minimum of 5 years' experience supporting senior executives in a corporate or professional environment TECHNICAL: Exceptional written and verbal communication skills; Proficiency in Microsoft Office Suite A TEAM PLAYER: Effectively collaborate with and support team members both in office and field operations A SELF-STARTER: Demonstrated ability to work independently, manage multiple priorities, and exercise sound judgment What You'll Do: EXECUTE: Responsible for managing executive calendars, coordinating communications, preparing high-quality documentation, and ensuring the efficient execution of daily and strategic activities. DOCUMENT: Prepare agendas, presentations, correspondence, reports, and meeting materials REPORT: Arrange detailed travel itineraries and manage expense reporting in accordance with company policies PROJECTS: Support special projects and initiatives, ensuring deadlines and follow-up actions are completed SUPPORT: Will provide outside personal support as needed What We Offer: TOTAL REWARDS: Competitive salary and benefits package, including medical, dental, and vision; life and disability insurance; paid time off; and 401(k) retirement savings plan with discretionary company match WORK ENVIRONMENT: Professional, engaging, collaborative, and rewarding TEAM: You will be an integral part of a knowledgeable, high achieving, and industry-leading group of professionals Who We Are: The F.E. Moran Group of Companies is comprised of seven specialized businesses offering a full spectrum of HVAC, Mechanical Services, Fire Protection, Special Hazard Systems, Plumbing, Refrigeration, and Industrial Piping Services across virtually every market. We are a single-source contractor working seamlessly to consolidate resources and deliver outstanding construction and service solutions, regardless of size, scope, complexity, or location… We save lives, protect property, and create healthy environments. Interested? Apply Now! Candidates must be at least 21 years of age to be eligible for positions that require participation in the company's fleet program. This is a requirement for roles involving the operation of company vehicles. At F.E. Moran Group of Companies, we are committed to equal employment opportunity regardless of race, color, ancestry, religion, sex, national origin, sexual orientation, age, citizenship, marital status, disability, gender identity, or Veteran status. If you have a specific need that requires accommodation, please advise a member of the Talent Acquisition team by contacting us at *******************.

Administrative Coordinator $50,000 - $54,000 medical, dental, life, 401k, ltd, std, profit sharing, vacation days, sick days, holidays We are growing and need to hire an optimistic go-getter. We will give you carte blanche to grow this position around yourself... basic responsibilities will involve assisting with customer service and all things data related for an order once it has been received. This is a tight knit team and you will be trusted as the liaison for mission critical information exchange between the customer and the internal departments. Productively neurotic or neurotically productive? Either way, you would be a good fit for this fast paced project coordinating role within this unique corporate culture; year, is truly a place where you will hear the employees describe their careers as "rewarding", "challenging" and "fun" - all in the same sentence. A rare combination, but then again, this is no ordinary company! This position has a strong project oriented focus. Your critical thinking, natural intuitiveness and excellent communication skills along with the ability to self-motivate and thrive in the midst of an ever-changing atmosphere will be the catalyst for you to prosper in this career! recent college grads, administrative assistant, entry level or experienced customer service, and all self-motivated, project oriented, digital and brand channel manager, human resources, pro-active, ambitious go-getters please send you resume TODAY!!

: The mission of the Vibration Institute is to provide practical information on evaluating machinery behavior and condition without commercial bias. The Institute offers programs that include education, training, and certification, as well as opportunities for exchanging technical knowledge, information, procedures, and data through meetings, publications, formal training, and networking. Role Description: We are seeking a highly organized and detail-oriented Administrative Coordinator to join our team. The ideal candidate will play a crucial role in supporting the Vibration Institute's operations by coordinating office functions and assisting with training, certification, and conference programs. This role strengthens member services and provides direct support to the Manager of Operations and staff. Key Responsibilities: Administrative & Office Support: • Provide comprehensive administrative support to the Manager of Operations and staff. • Coordinate and manage supply ordering for the office, training courses, and events. • Act as primary liaison with office vendors, including printer services, shipping providers, and building management. • Support membership functions such as mailings, webinars, and delivery of member benefits (e.g., magazine, technical resources, video library). • Process and maintain accurate records for store orders and manage online store inventory. • Perform database updates and maintenance as required. • Assist with special projects and initiatives as assigned. • Carry out additional administrative duties to ensure efficient office operations. Training & Certification Program Support: • Enter and maintain accurate data in the VI database for all customer and participant activities (domestic and international). • Assist in coordination of logistics for public training, corporate training, correspondence & online courses. • Assist in preparation and distribution of course materials, support documents and shipments in a timely manner. • Review, process, and maintain proctor database and certification records. • Assist with exam preparation, grading, proctor administration, certification issuance, and recertification requests. • Ensure quality control and consistency of all training and certification materials. • Scan, file, and archive all certification and training-related forms. • Cross-train to support both domestic and international program procedures. Conference & Committee Support: • Assist with administrative and logistical duties for the Annual Training Conference. • Support assigned Vibration Institute Committees as staff liaison as needed. Experience & Qualifications: Experience: • 2-4 years of administrative or office coordination experience, preferably in a nonprofit, association, or educational/training environment. • Experience supporting events, training programs, or certification activities strongly preferred. • Hands-on experience with databases or CRM systems (Association Management Systems a plus). • Demonstrated success in customer or member service roles, with strong communication skills. • Prior experience managing vendors, supplies, or office logistics is desirable. Skills: • Proven organizational and time management skills with strong attention to detail. • Exceptional written and verbal communication, with the ability to clearly convey ideas across diverse audiences. • Demonstrated ability to multitask, take initiative, and follow through in a fast-paced environment is required. • Must possess strong analytical and problem-solving skills with the ability to troubleshoot and resolve challenges as they arise. • Collaborative team player with ability to also work independently. Working Conditions: • Office-based with occasional travel (5-10%) • Ability to lift and carry up to 50 lbs. Compensation and Benefits: • Compensation is commensurate with experience and qualifications. • Health insurance, paid time off, retirement plan, professional development opportunities Application Process: Interested candidates should submit a resume and cover letter to ****************************. Applications will be reviewed on a rolling basis until the position is filled. References: Upon request

The ISSCR is seeking a highly organized, trustworthy, and detail-oriented part-time executive assistant to support the CEO. This role requires someone local to the area for occasional in-person check-ins, alongside remote work. Responsibilities include managing the CEO's calendar, scheduling meetings, resolving scheduling conflicts, and following up with internal and external contacts to ensure smooth day-to-day operations. We are looking for a proactive partner who takes initiative, values accountability, and brings structure and reliability to their work. Prior experience providing executive-level administrative support is preferred. The ISSCR is an employer that values integrity, collaboration, and a supportive working environment. If you'd like to bring your organizational strengths to a mission-driven team, we invite you to apply.

Client provides a vast array of opportunities for an individual looking for an organization with whom they can flourish and develop their careers in a variety of directions. In addition to a beautiful environment and a positive corporate employee culture where contingent staff are embraced as an integral part of their staffing to meet their business objectives, here are just a few of the perks you can look forward to enjoying once you have been offered and accepted a contingent position: Various technology and training are available for anyone looking to expand and improve their current skill levels. Leadership support to drive your career into areas of interest to meet your passion and career goals. Flexible schedules in many cases, dependent on specific team. Collaborative team environment, creating a positive experience for those working. Inter-campus shuttles to get you from building to building with on-demand service to allow you to make the most of your workday. Complimentary shuttle service from the Metro to the campus (depending on the region/campus); and Complimentary coffee service throughout locations (depending on the region/campus). Responsibilities: Provides Advanced admin support to the team leaders. May provide back-up support to other team staff as needed. Responsible for compliance with applicable Corporate and Divisional policies and procedures. Follows purchasing and requisition procedures, Corporate Security and Privacy Rules, Corporate Branding Guidelines, and Copy Center procedures (if applicable). Interact with high-level executives and handle confidential or business-sensitive information. May include some support for tracking budget expenditures. Coordinates and maintains departmental files, as assigned, in compliance with corporate and government regulations. Uses and understands Microsoft Office Suite and other business-specific software, including the Corporate Travel and Expense website and employee performance management systems (as applicable). Coordinates new employee office set-ups and onboarding. May train/coordinate work for new administrative assistants. Responsible for all administrative functions for Global Security, such as: o Answering phones. o Calendar management, proactively solving conflicts. o Handling Teams/Zoom and general Telepresence setups and acting as liaison for remote access issues. o Scheduling travel and processing expense reports. o Managing correspondence and scheduling couriers as well as preparing FedEx labels and managing shipments. o Ordering office supplies. o Processing invoices. o Meeting/event planning and catering. o Creating or modifying business documents. o Preparing presentations from source materials. o Preparing binders and other large copy requests. o Requesting publications/articles. o Onboarding various contracted vendors; and Operates with general instruction and some supervision. Safeguards confidential information. Leadership and Interpersonal Skills: Fully understands assigned tasks and any associated expectations. Asks for clarification, as needed. Understands deadlines and deliverables; communicates obstacles that prevent completion of deadlines; provides status updates prior to deadlines. Demonstrates strong problem-solving skills. Accountable and responsible for actions/mistakes. Challenges the team to always do better. Prioritizes own work, balancing multiple requests for assistance. Establishes good working relationships with client areas. Builds rapport and trust with others; possesses good listening skills. Education and experience: Some college preferred. 5+ years of previous administrative experience supporting executives. • Some leadership or supervisory experience desired. Experience working in pharmaceutical company or CRO strongly preferred. Must have intermediate-to-advanced knowledge of Microsoft Office Suite, Concur, SharePoint or Visio and understanding of business processes and requirements. “Make it happen” spirit and attitude as well as persistence. Learns fast, grasps the “essence,” and can change course quickly, where needed. About US Tech Solutions: US Tech Solutions is a global staff augmentation firm providing a wide range of talent on-demand and total workforce solutions. To know more about US Tech Solutions, please visit ************************ US Tech Solutions is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran. Recruiter Details: Name: Shivangi Shivpuri Email: ********************************* Internal Id: 25-47990

Position Overview: The ideal candidate will exhibit high standards, excellent communication skills, and have an ability to take initiative, and prioritize daily tasks. A strong ability to take charge and meet tight deadlines will ensure your success in this multi-faceted role. Job Title: Administrative Assistant Location: Barrington, IL (On-Site) Type: Full-Time, Permanent/Direct Hire Schedule: Monday - Friday, 8:00am - 5:00pm Pay Range: $50K-$55K Benefits: For eligible employees we offer medical, dental, and vision coverage. We offer 401(k) enrollment for eligible employees. Key Responsibilities Handle and coordinate active calendars Schedule and confirm meetings Ensure file organization based on office protocol Provide ad hoc support around office as needed Key Qualifications Strong interpersonal, customer service and communication skills Ability to multitask Proficient in Microsoft Office suite QuickBooks (Strongly Preferred)

Job Title: Administrative Coordinator Industry: Facilities & Property Management Support Compensation: $23.50-$25.00/hour Work Schedule: Monday-Friday, 8:30 AM-5:00 PM Hybrid schedule: In-office 3 days a week, 2 days remote Benefits: This position may be eligible for medical, dental, vision, and 401(k). About Our Client: Addison Group is hiring for our client, a well-established non-profit organization with a long-standing presence in Chicago. The organization is mission-driven, offers strong benefits, and is known for employee longevity, internal mobility, and a collaborative workplace culture. The office is centrally located in downtown Chicago with easy access to public transportation. Job Description: The Administrative Coordinator will provide administrative and operational support to a facilities-focused team that manages multiple properties and vendor relationships. This role plays a key part in coordinating contracts, assisting with vendor processes, and supporting meetings and events. The position is well-suited for a detail-oriented administrative professional who enjoys working across teams and managing multiple priorities. Key Responsibilities: Assist with coordinating vendor contracts and supporting the request-for-proposal (RFP) process, including document preparation and review Review and compare vendor submissions to support pricing, service, and compliance evaluations Serve as a point of contact for vendors and internal stakeholders to ensure timely follow-up and issue resolution Prepare summaries, tracking documents, and status updates related to active contracts and projects Provide general administrative support to leadership and facilities staff, including scheduling and correspondence Support invoice review and assist with resolving vendor billing discrepancies Assist with conference room scheduling and meeting logistics using an internal event management system Maintain accurate records while handling sensitive and confidential information Support organizational initiatives and special projects as needed Qualifications: 2-3+ years of experience in an administrative or coordination role Prior exposure to contract administration, facilities, property management, real estate, procurement, or event coordination preferred Strong proficiency in Microsoft Excel and working with spreadsheets Excellent organizational skills with high attention to detail Strong critical thinking and problem-solving abilities Comfortable managing multiple tasks and meeting deadlines Bachelor's degree not required; relevant professional experience is essential Ability to work within a mission-driven organization with cultural values Additional Details: Contract-to-hire opportunity Perks: Hybrid work schedule Collaborative and supportive team environment Opportunity for long-term growth within the organization Addison Group is an Equal Opportunity Employer. Addison Group provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, gender, sexual orientation, national origin, age, disability, genetic information, marital status, amnesty, or status as a covered veteran in accordance with applicable federal, state and local laws. Addison Group complies with applicable state and local laws governing non-discrimination in employment in every location in which the company has facilities. Reasonable accommodation is available for qualified individuals with disabilities, upon request.

For nearly four decades, Friedman + Huey Associates LLP has been providing high-level tax and business consulting services across the United States and in nearly 30 countries around the world. With a tremendous team of professionals, we place a keen focus on providing exceptional service to our clients. Our associates enjoy great camaraderie and an excellent work culture. We work hard/play hard and continue to maintain team relationships even while working remotely/hybrid. We are looking for an onsite Administrative Assistant to join our team in our Northbrook office. This position will provide administrative support to all levels of the firm. The Administrative Assistant will regularly interact with Partners, all levels of staff and clients. This role requires supreme integrity, trust, and commitment to confidentiality and diplomacy. The ideal candidate should be self-driven, resourceful and think outside of the box. Functions will include some but not all of those listed below. Essential Functions Answer and direct phone calls in a friendly manner. Sort and distribute incoming mail. Schedule meetings accordingly using Outlook/Teams. Send/distribute incoming faxes. Prepare US mailings, UPS, FedEx, and messenger packages. Finalize letters/notices and draft engagement letters. Scan client documents and monthly statements. Assign returns to interns and manage 1040 queue. Create client codes, create locators, and update account in practice management program. Prepare, print, and collate tax organizers. Organize and process incoming client data. Downloading/uploading client data from portals/websites. Create SurePrep binders and import into GoSystem. Assemble tax returns (individual, trust, entities, gift tax, estate tax) - paper and electronic. Coordinate and prepare batch filing. Record chargeable client expenses. Draft, review & post client invoices. Prepare various reports as requested. Prepare 1099s annually and as requested. Coordinate services to maintain the office as directed by Firm Administrator. Experience Bachelor's degree preferred. Experience in the accounting industry preferred. Minimum of 5 years of administrative experience supporting multiple individuals in a fast-paced, confidential, professional services environment. Possess an intermediate skill level (at minimum) in the following: Microsoft programs - Excel, Outlook, PowerPoint, Teams, Word. Knowledge with programs a plus - e-Form RS, GFR, GoSystem, PracticePro 365, SafeSend, SurePrep. Demonstrate skills in the areas of time management, communication, interpersonal skills, high-level of emotional intelligence, relationship building, collaboration, and problem solving. Ability to incorporate creative approaches to various projects by taking initiative and working independently. Keen sense of accuracy, attention to detail. Basic accounting knowledge a plus. Benefits Highly competitive compensation and benefits package Medical/Dental/Vision/Life/Disability/401k/Profit Sharing/PTO Perk offerings in a family friendly environment If you are seeking an employee-centric firm who cares about its employees as individuals and provides career growth opportunities for its team members, we encourage you to apply.

Russell Tobin is seeking a proactive and detail-oriented Administrative Assistant to support executives within a fast-paced Asset & Wealth Management team. Responsibilities include calendar and travel management, expense processing, meeting coordination, and handling confidential information. Must have excellent communication, multitasking skills, and proficiency in Microsoft Office and SAP Concur. Prior experience in financial services or similar high-pressure environments is preferred. Job title: Administrative Assistant Location: Chicago IL Duration: 6months Pay rate: $23-$24/hour Position Description: A global financial company is seeking a Junior Banker Assistant. Our Junior Banker Assistants are responsible for providing extensive administrative support to 25+ Junior Bankers at Analyst, Associate up to Junior VP level. This role works within a team of assistants supporting various bankers within an industry group team. The Junior Assistant will be provided with full training alongside ongoing support from their Team Supervisor during the engagement. This would suit someone with a Customer Service/ Administrator background with experience of dealing with a high-volume workload. This is a demanding role which requires extensive support from a highly competent, proactive, independent, and process driven individual. Experience of working in a remotely managed environment is a bonus. As a division, our strategic objectives include: • To be the world's pre-eminent investment bank - trusted advisor, financier, and risk manager for our clients on their most important transactions • Build long-term relationships with clients and bring them world-class execution by "delivering the firm” over time • Drive superior returns for our stakeholders • Be the employer of choice for all career levels by providing a highly dynamic, meritocratic, diverse and rewarding workplace The duties of the role include: • Coordinating and scheduling of meetings and conference calls across multiple time zones • Managing high volume of phone calls and emails, relaying information in a timely and accurate manner • Calendar management for bankers (Associate level+) • Coordinating room bookings for internal/external meetings and VCs across multiple locations • Coordinating travel arrangements for the team, including Visa applications, International flight and accommodation bookings • Car bookings • Expense processing and timely expense management • Invoice processing • Taking on ad hoc tasks while maintaining workflow • Supporting teams in day-to-day issues, needs and queries • Providing phone / holiday coverage for colleagues Skills: • Excellent Microsoft Word, Excel and Outlook skills • Able to manage competing time-sensitive priorities and tasks • Demonstrates dependability and high attention to detail along with the ability to multi-task • Displays a consistent, professional degree of communication skills in person, on phone, via Zoom and by email at various levels • Comfortable working with people at all organizational levels, internally and externally • Must be a team player that works well under pressure within a changing environment • Flexible and adaptable to work and support across multiple teams • Be resourceful and able to use own initiative in solving issues • Proactive attitude when managing diaries • Discretion to deal with confidential business matters • Friendly, polite and approachable with a "can do” attitude • Zero to one year of experience Hours of Work: Generally, Monday to Friday 9:00am to 5:00pm (1 hour lunch break). Flexibility with hours is essential. Education High School Diploma Required Bachelor's Degree Preferred “Russell Tobin offers eligible employees comprehensive healthcare coverage (medical, dental, and vision plans), supplemental coverage (accident insurance, critical illness insurance and hospital indemnity), a 401(k)-retirement savings, life & disability insurance, an employee assistance program, identity theft protection, legal support, auto and home insurance, pet insurance, and employee discounts with some preferred vendors.”

Work Arrangement: Hybrid - 3 days onsite - Tuesday thru Thursday Schedule: 8:00-4:00 or 9:00-5:00, Mon- Fri Please note, this is a one-month project to start with the option to extend. About the Role As an Administrative Assistant, you will play a key role in supporting the senior executive within a Fortune 500 client. You will provide high-quality administrative and operational support to ensure the team runs smoothly, efficiently, and with exceptional attention to detail. This role is ideal for a proactive, service-oriented professional who enjoys working in a fast-paced environment, is eager to learn, and takes pride in supporting executive leaders. You'll be part of a collaborative team culture rooted in core values centered on service, inclusion, integrity, community, and teamwork. Key Responsibilities Provide comprehensive administrative support, including calendar management, scheduling meetings, coordinating travel, and preparing expense reports Maintain accurate records while ensuring confidentiality and organization of sensitive information Prepare, edit, and format correspondence, presentations, spreadsheets, and other business documents Support procurement activities, including invoice processing and tracking budget-related items Coordinate internal and external communications and ensure timely follow-up on requests Prepare briefing materials, agendas, meeting notes, and action-item summaries Serve as a point of contact for team inquiries and administrative requests Assist with onboarding activities for new team members and participate in cross-functional administrative partnerships Remain adaptable to shifting priorities and evolving business needs Perform additional administrative duties as assigned Required Skills & Qualifications Proven experience in Office Administration, Office Management, Administrative Assistant, Executive Assistant, or similar roles Experience coordinating travel arrangements Strong ability to manage multiple priorities with exceptional attention to detail in a fast-paced environment Tech-savvy with proficiency in Microsoft Office (Outlook, Word, Excel, PowerPoint) and WebEx or similar collaboration tools Excellent communication, project management, and critical thinking skills Polished and professional demeanor with comfort supporting executive-level leaders Demonstrated discretion and integrity when handling confidential information Highly proactive, positive, and dependable with the ability to anticipate needs Ability to work onsite three days per week Preferred Qualifications Experience supporting executive-level leadership in a corporate environment Experience coordinating events, logistics, or project workflows Strong problem-solving skills with a proactive mindset Familiarity with operational or security-sensitive environments is a plus (not required)

Our client is a leading enterprise SaaS company delivering a decision intelligence platform that powers global supply chains. Leveraging one of the world's largest transportation data networks, the organization provides real-time visibility and AI-driven insights across all modes of transportation and global regions. The platform enables companies to respond to disruptions, automate processes, track emissions, and make faster, smarter business decisions. With a strong global footprint and a fast-growing, mission-driven culture, this organization is known for innovation, collaboration, and operational excellence. The Opportunity We are seeking an experienced Executive Assistant to support the Chief People Officer (CPO). This role is highly visible and will partner closely with executive leadership to manage day-to-day operations, streamline administrative processes, and support key strategic initiatives. The ideal candidate thrives in a fast-paced environment, anticipates needs before they arise, and brings structure and clarity to complex workflows. Key Responsibilities Administrative Support Develop and maintain a rigorous, seamless, and repeatable execution cadence Manage complex business (and occasional personal) calendars with precision Anticipate challenges and proactively resolve issues before they arise Structure and organize daily workflows to align with strategic priorities Monitor, triage, and respond to email correspondence Serve as a thought partner in select meetings and manage follow-up actions Prepare internal correspondence, reporting, and materials to drive team success Interface with senior executives, investors, partners, and customers Operational & Strategic Support Assist with reporting and operational metrics to support leadership decision-making Partner with executive operations leadership to create scalable operational frameworks Work cross-functionally to improve processes and operational efficiency Co-manage high-priority projects critical to organizational success Support team growth and create leverage across the broader organization Desired Skills & Qualifications 5+ years of Executive Assistant experience supporting senior executives 5+ years of experience in a fast-paced, high-growth environment Bachelor's degree required Highly organized, proactive, and detail-oriented Strong ownership mentality and pride in work product Calm under pressure with the ability to think quickly and adapt Excellent written and verbal communication skills Advanced proficiency in Microsoft Word, PowerPoint, Excel, and Outlook Growth-oriented mindset with a desire to contribute beyond core responsibilities Strong interpersonal skills with the ability to work across personalities, cultures, and work styles Passion for fostering a collaborative, high-performing team culture

Robert Half is exclusively supporting an exciting start-up in Glenview in their search to add a high trust and extremely organized Executive Legal Assistant to support the C-Suite team. This role is ideal for someone who can manage complex scheduling and communication and confidently run contract workflows, basic corporate governance tasks, and legal-adjacent coordination with outside counsel, partners, and vendors. The founders are passionate about AI and will expect you to leverage your interest in using AI to enhance productivity in the workplace. ***You will not be expected to provide legal advice, but you will be expected to understand legal documents, flag risks, maintain clean records, and run the process. Key Responsibilities Own the Founder/CEO calendar: scheduling, prioritization, prep materials, and time protection Manage inbox triage and drafts, follow-ups, and response workflows Track action items across meetings; keep deliverables on time with clear accountability Coordinate in-office logistics: visitors, meeting rooms, and occasional event support Create executive-ready briefs: agendas, talking points, meeting notes, and next steps Legal Operation- Contract Coordination & Governance: Manage contract intake and lifecycle, maintain and deploy standard templates (NDAs, vendor agreements, MSAs, SOWs) Maintain corporate records and an organized filing system (board consents, minutes, resolutions, key corporate documents) Support board and investor logistics Support insurance and risk documentation (COIs, vendor onboarding requirements, etc.) Required Qualifications 3+ years supporting an executive (EA, executive operations, legal admin, or similar) Demonstrated experience coordinating contracts or legal documentation workflows Strong written communication: clear, professional, and precise Extreme discretion and comfort handling sensitive and confidential information Highly organized with strong follow-through; comfortable managing multiple priorities in a fast-moving environment Preferred Qualifications Startup experience or comfort in a fast-paced environment with shifting priorities Familiarity with contract types (NDA, MSA, SOW), renewals, and signature workflows Comfort working with outside counsel and translating needs between business and legal Experience supporting governance workflows (board materials, minutes, consents) Tools: Google Workspace, Slack, Notion/Asana, DocuSign, and basic spreadsheet tracking Our specialized recruiting professionals apply their expertise and utilize our proprietary AI to find you great job and candidate matches faster.

Executive Administrative Assistant (Contract-to-Hire) Chicago-based (Hybrid) | 35 hours/week | Contract (strong conversion potential) Compensation: $40/hour Conversion salary target: $80,000-$85,000 The Opportunity We're seeking an experienced Executive Administrative Assistant to support senior leadership during a transitional period. This is a contract role with a strong likelihood of conversion for the right person. This role is EA-forward (approximately 60%), with additional general administrative responsibilities (40%). You'll support two senior executives and work closely with another experienced administrative partner. The ideal candidate is warm, proactive, highly organized, and energized by supporting leaders in a mission-oriented environment. Key Responsibilities Manage complex calendars for two senior executives, including coordination across internal and external stakeholders Handle travel planning, expense reporting, and scheduling logistics Support invoicing, contracts, and light financial/administrative processing Assist with internal operations and all-staff administrative needs Coordinate recurring operational tasks and follow established documentation and processes Oversee periodic on-site responsibilities (e.g., monthly office needs and deliveries) Partner closely with another EA/administrative professional to ensure seamless executive support What We're Looking For 3-5 years of experience as an Executive Administrative Assistant Prior experience supporting senior or C-level leadership Strong organizational skills with the ability to manage competing priorities Comfortable handling both executive-level support and routine administrative tasks Warm, approachable, team-oriented personality Demonstrated ability to learn quickly, take feedback well, and add value immediately Bachelor's degree preferred (not required) Industry background open

A dynamic real estate company is seeking an Administrative Assistant role based in Chicago, IL. This position offers a competitive salary range of $50,000-$57,000, along with a comprehensive benefits package that includes 401(k) matching, health, dental, and vision insurance, AD&D and LTD coverage, a Health Savings Account (HSA), and paid time off (PTO). Responsibilities of the Administrative Assistant: Serve as the first point of contact for the property management office by greeting visitors, responding to walk-in inquiries, and assisting tenants with service requests such as access fobs, fitness center access, and conference room reservations. Communicate with tenants, vendors, and internal teams by phone and email to research, coordinate, and resolve requests or issues in a timely and professional manner. Support the Property Manager with administrative and financial functions, including preparing and maintaining tenant lease abstracts, coordinating move-ins and move-outs, tracking maintenance and cleaning requests, assisting with tenant billing, monitoring accounts receivable and payable, coding invoices in the Avid Payables System, and assisting with annual budget preparation. Manage vendor-related activities by assisting with contract preparation, tracking expiration dates, coordinating service providers such as janitorial and landscaping vendors, reviewing Certificates of Insurance for compliance, and maintaining records in the Alliant COI portal. Support tenant relations and property operations by planning tenant appreciation events, participating in property inspections and compliance audits, distributing security and life safety plans, coordinating fire drills and training, maintaining electronic property documentation, and completing additional duties as assigned by the Property Manager. Qualifications of the Administrative Assistant: Strong understanding of customer service principles and best practices Excellent verbal and written communication skills Ability to resolve sensitive tenant and vendor matters professionally Proven problem-solving skills with the ability to propose effective solutions Ability to manage multiple priorities and meet deadlines General knowledge of budgeting, financial statements, accounts payable, and accounts receivable Proficiency in Microsoft Word, Excel, and Outlook Active Real Estate License preferred but not required B-2