Executive assistant jobs in Waukegan, IL - 717 jobs

A dynamic manufacturing company in Milwaukee, WI, is on the lookout for an experienced Executive Assistant to support the CEO and CFO. This isn't just an ordinary assistant role-it's your chance to be at the heart of the action, offering comprehensive administrative support while skillfully managing a variety of business needs that demand confidentiality and a sharp eye for detail. In this role, you will anticipate the needs of the CEO and CFO, juggling complex schedules, coordinating critical meetings, and keeping everything on track. Your proactive approach will be key to adapting to the fast-paced demands of this role. More than just support, you'll become a valued partner to the executive team, gaining insights into the business that few others have. The organization offers a competitive salary ranging from $100,000 to $125,000 based on experience, ensuring you are well-compensated for your expertise. Responsibilities of the Executive Assistant to CEO: Keep the schedules of the top executives running like clockwork. Coordinate meetings, set appointments, and manage travel plans with precision and creativity Serve as the primary point of contact for the CEO and CFO, fielding calls, emails, and messages. Deliver timely responses and ensure nothing slips through the cracks Handle sensitive and confidential information with the utmost discretion. You're the person the executives trust with the company's most important secrets Draft, proofread, and format crucial documents, reports, presentations, and correspondence with an eye for detail. Your work will make the executive team shine Arrange complex domestic and international travel, taking care of every detail-from flights and accommodations to ground transportation-so the executives can focus on their work Prepare and submit expense reports, ensuring every detail is accurate and in line with company policies. Your precision will help keep the finances in order Assist in coordinating projects and presentations, ensuring smooth company updates and meetings. Organize off-site meetings and corporate events with flair, collaborating with multiple teams to create memorable experiences Demonstrate flexibility and resourcefulness to address unexpected issues and adapt to changing priorities. You're the glue that keeps the executive office running smoothly, no matter what challenges arise Requirements of the Executive Assistant to CEO: Bachelor's degree or equivalent experience 10+ years of experience in supporting C-level executives Strong experience with Google Workspace applications Previous support experience in a global organization, demonstrating an understanding of global business practices is preferred Previous experience interacting with a private equity company is preferred Proven ability to handle sensitive information with strict confidentiality, especially relating to high-level company data or information Excellent organizational skills with a focus on detail, combined with advanced written and verbal communication abilities, particularly when interacting with senior executives Ability to prioritize tasks, manage complex projects, and take independent action in a fast-paced environment with minimal guidance P- 18

Job Title: Executive Assistant to Vice President & Chief Investment Officer Industry: Financial Services Compensation: $75,000 - $80,000 Work Schedule: 9 AM to 5 PM, 35 hours per week Benefits: This position is eligible for medical, dental, vision, and 401(k). About Our Client: Our client is a mission-driven organization focused on meaningful social impact and innovative solutions to major global and local challenges. They value professionals who are proactive, collaborative, and committed to supporting leadership in a fast-paced, strategic environment. Job Description: The Executive Assistant will provide high-level administrative and project management support to the Vice President and Chief Investment Officer (CIO). This role ensures smooth operation of the Investment Office by managing calendars, preparing reports and materials, coordinating internal and external communications, and leading special projects. The Executive Assistant acts as a liaison between the CIO, internal teams, and external stakeholders, maintaining professionalism and discretion at all times. Key Responsibilities: Manage complex calendar scheduling, meeting preparation, and priority alignment for the VP and CIO. Serve as primary contact for CIO communications, preparing summaries and background materials for meetings. Coordinate domestic and international travel arrangements; support on-site meetings and events. Draft and review communications, presentations, and reports with attention to accuracy and professionalism. Lead production of Investment Committee and board meeting materials, including agenda creation, logistics, quality control, minutes, and action-item tracking. Manage cross-functional projects, ensuring timelines are met and stakeholders are informed. Support day-to-day Investment Office operations, including workflow management, departmental calendars, budget tracking, and expense approvals. Coordinate meetings and events using AV/Zoom/Teams and maintain follow-up actions. Participate in special projects and professional development opportunities as assigned. Qualifications: Bachelor's degree or equivalent experience with 6+ years supporting senior executives and/or leading complex projects. Experience in financial services, investments, or related fields preferred; knowledge of financial concepts and investment reporting a plus. Strong project management skills; able to scope initiatives, coordinate cross-functional teams, and meet deadlines. Exceptional writing, editing, and presentation abilities. High discretion and professionalism; comfortable interacting with executives, trustees, and external partners. Advanced Microsoft Office skills (Outlook, Excel, PowerPoint); virtual meeting proficiency. Meticulous, proactive, and able to manage multiple priorities independently. Additional Details: Hybrid position, 2 to 3 days onsite Direct hire opportunity Perks: Flexible work schedule within core hours. Opportunity to support senior leadership in a mission-driven environment. Exposure to high-level investment and strategic operations. 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. #Admin2

Duravant is a global engineered equipment company with an over 100-year operating history. Through our portfolio of operating companies, we deliver trusted end-to-end process solutions for customers and partners through engineering and integration expertise, project management and operational excellence. With worldwide sales distribution and service networks we provide immediate and lifetime aftermarket support to all the markets we serve in the food processing, packaging and material handling sectors. Duravant's market-leading brands are synonymous with innovation, durability and reliability. POSITION SUMMARY: The Executive Assistant to the CEO and CFO serves as a trusted partner to the company's two most senior executives, providing high-level administrative support while also owning independent projects that advance strategic, operational, and organizational priorities. This role requires exceptional judgment, discretion, and the ability to operate with autonomy in a fast-paced, dynamic environment. The ideal candidate is proactive, detail-oriented, and comfortable working at the executive and Board level, with the confidence and capability to manage complex priorities and contribute beyond traditional administrative responsibilities. ESSENTIAL RESPONSIBILITIES: Executive Support (CEO & CFO) Manage complex calendars, travel arrangements, and meeting logistics across multiple time zones Anticipate executive needs and proactively resolve scheduling conflicts and priorities Prepare briefing materials, agendas, presentations, and meeting summaries Serve as a gatekeeper and liaison between executives and internal/external stakeholders Support Board of Directors and executive leadership meetings, including materials coordination and follow-up actions Independent Project Support Own and execute discrete projects on behalf of the CEO and CFO, often cross-functional in nature Conduct research, prepare analyses, and develop executive-ready summaries and recommendations Track progress on strategic initiatives and follow up on action items across the organization Support special projects related to strategy, communications, operations, or governance Drive projects independently with minimal oversight, ensuring deadlines and quality standards are met Communication & Coordination Draft and edit executive communications with a high degree of professionalism and confidentiality Coordinate with senior leaders, external partners, and advisors Represent the CEO and CFO with credibility, tact, and sound judgment Confidentiality & Judgment Handle highly sensitive information with discretion and integrity Exercise strong judgment in prioritizing issues and escalating matters appropriately Maintain professionalism in high-pressure or ambiguous situations POSITION REQUIREMENTS: 5+ years of experience supporting senior executives (C-suite preferred) Demonstrated ability to manage complex schedules and competing priorities Strong written and verbal communication skills Proven ability to work independently and exercise sound judgment High level of discretion and professionalism Advanced proficiency in Microsoft Office and collaboration tools PREFERRED QUALIFICATIONS: Experience supporting both a CEO and CFO or multiple senior executives Exposure to Board-level governance or public/private company environments Experience managing projects or initiatives beyond traditional EA responsibilities Bachelor's degree preferred CORE COMPETENCIES: Executive presence and confidence Exceptional organizational and time-management skills Proactive problem-solving mindset Ability to synthesize information and communicate clearly Adaptability and comfort with ambiguity Strong interpersonal skills and relationship management Duravant is committed to a culture that promotes long-term career satisfaction and provides an opportunity for personal and professional growth. We succeed by operating within our core values of Integrity, Teamwork, Respect, Sense of Urgency, and Winning Spirit. Competitive compensation package Comprehensive benefits package designed to support our employees' health, well-being, and financial security Work/life programs designed to provide a safe, secure, and balanced environment Education and training programs to develop and grow a high-performance workforce Performance-based rewards

Fantastic opportunity to work for a highly reputable family in the Northern Suburbs of Chicago. Job Title: Property Manager / Executive 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

Experienced Executive Assistants! This is a chance to step into a highly visible role supporting the CEO of a leading professional association during a critical period. This contract offers an immediate start and the opportunity to make an immediate impact by managing schedules, coordinating logistics, and ensuring each day runs smoothly. If you thrive in fast-paced environments, enjoy being a trusted partner to senior leadership, and can hit the ground running, this role offers meaningful responsibility and exposure from day one! Responsibilities Provide proactive, high-level administrative support to the CEO, ensuring effective time and priority management in a fast-paced environment. Manage and maintain a complex calendar, including scheduling internal and external meetings, anticipating conflicts, and making real-time adjustments as priorities shift. Coordinate conference registrations, speaking engagements, and related logistics, ensuring deadlines, materials, and follow-ups are handled seamlessly. Arrange detailed domestic travel, including flights, hotels, ground transportation, and itineraries, with a focus on efficiency and cost awareness. Serve as a central point of contact for the CEO, handling inquiries with professionalism and discretion. Prepare, edit, and format correspondence, reports, and presentations using Microsoft Office and Adobe tools. Support in-person and virtual meetings, including scheduling, Zoom meetings, material preparations, and follow-up action items. Maintain organization of digital files, documents, and records to ensure easy access and continuity throughout the contract. Ideal Experience College degree preferred. 7-8 years of experience supporting senior-level executives, ideally a CEO or equivalent. Anticipates the CEO's needs and takes initiative to solve problems before they arise. Ability to exercise good judgment in diverse situations, understand business priorities, and make sound decisions on the CEO's behalf. Mastery of written and verbal communication, with the confidence and competence to interact with people at all levels. Exceptional ability to prioritize tasks, meet deadlines, and manage a high-paced environment. Strong technical proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint), Zoom, and Adobe. Proven strength in calendar management, logistics, and executive support. High level of professionalism, discretion, and attention to detail. The Larko Group is a women-owned, premier staffing and recruiting firm based in Chicago with a nationwide reach. We specialize in Direct Hire, Temp-to-Hire, and Temporary/Project placements across a wide range of roles, including Executive Assistants, Administrative Assistants, Personal Assistants, Chief of Staff, Office Managers, Receptionists, General Office, Event Support, Project Management, and Customer Service.

The Senior Executive Assistant plays a crucial role in providing comprehensive support to the executives (C-Suite). This position involves managing complex calendars, coordinating domestic and international travel, handling confidential information, ensuring that deadlines are met, providing assistance as needed to other leaders, and facilitating seamless communication across the Executive Assistant organization globally. Key Accountabilities, Responsibilities • Calendar and Travel Management: o Manage and maintain complex calendars, ensuring efficient scheduling of meetings, appointments, travel, and events. o Coordinate domestic and international travel arrangements, including flights, accommodation, transportation, and itineraries, ensuring appropriate contacts at destinations. o Anticipate and resolve scheduling conflicts, optimizing time and building buffer time into schedules. • Document Creation and Management: o Create, organize, and maintain confidential files and documents. This includes version control, creating templates, creating, maintaining, and updating SharePoint sites, and ensuring correct access is granted. o Prepare, edit, and proofread correspondence, presentations, and other documents. • Communication and Coordination: o Serve as a primary point of contact between the Executive & and internal/external stakeholders. o Facilitate effective communication by prioritizing correspondence, addressing standard items proactively, clarifying agendas for proposed meetings, and managing annual calendars of processes and events. • Meeting and Event Management: o Ensure meetings are scheduled efficiently including regular updating of recurring meeting cadences, adjustment of schedules for conflicting meetings, and scheduling agreed to buffer time. o Assist in deck creation for various meetings and events that maintain the highest standards and adhere to communication principles and templates. o Prepare agendas, take minutes, and track action items to ensure follow-up and accountability as required. o Plan, organize, and execute events as needed. Coordinate logistics, including invitations, venue selection, catering, and audiovisual requirements. • Project Support: o Provide support for special cross functional projects, including benchmarking research, data analysis, and summary preparation. o Assist with budget tracking, expense reporting, and invoice processing. • Mentorship and Best Practices o Act as a mentor to less experienced team members and contribute to evolving processes and best practices within the organization. o Document all processes and continue to update as they are improved. People Leadership • Communication between other EA's in your function globally. • Mentorship and training • Work in cross functional teams of up to 6-8 people Other Key Details • Supporting the team at all levels • Hybrid - minimum 3 days+ in the office (more as required) Other accountabilities as assigned. Qualifications Required Experience & Skills • Minimum of 5-7 years of experience supporting C-Suite level executive in a fast-paced, global corporate environment: Extensive experience in providing high-level administrative support, demonstrating the ability to thrive in a dynamic and demanding setting. • Education or equivalent experience: Bachelor's degree in Business Administration, Communications, or a related field preferred. • Ability to build strong relationships across the organization: The ability to understand the individual needs of the leaders and manage effectively navigate difficult situations while fostering strong relationships and a positive work environment. The ability to work with people “behind the scenes” to move things through the organization without noise or difficulty. • Exceptional organizational and time-management skills: The ability to efficiently manage multiple tasks, prioritize effectively, and ensure timely completion of responsibilities. • Strong written and verbal communication skills: Proficiency in articulating ideas clearly and professionally in both written and spoken forms, ensuring effective communication with stakeholders at all levels. Proofreading and strong understanding of grammar. • Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook, SharePoint and Teams): Advanced skills in using Microsoft Office applications to create documents, presentations, spreadsheets, and manage emails and calendars. • Ability to handle confidential and sensitive information with discretion and confidentiality: A high level of integrity and trustworthiness in managing confidential and sensitive information, ensuring it is protected and handled appropriately. Consistently demonstrating ethical behavior and maintaining confidentiality in all aspects of the role. • Proven ability to manage multiple tasks and priorities in a fast-paced environment: Demonstrated capability to juggle various responsibilities simultaneously, maintaining focus and efficiency under pressure. Demonstrate comfort with ambiguity and the ability to adapt to changing priorities and demands. • Experience in a global organization: Familiarity with the complexities and dynamics of working in a multinational company, including cultural awareness and global business practices. • Strong problem-solving and critical-thinking skills: The ability to analyze situations, identify issues, and develop effective solutions, demonstrating sound judgment and decision-making. Ability to see ahead and adjust things accordingly • Ability to work independently and manage competing priorities: Self-motivation and autonomy in managing tasks, with the ability to prioritize and adapt to changing demands without constant supervision. Our Standards • Uphold ManpowerGroup's Purpose - we believe meaningful sustainable employment has the power to change the world - and our Standards - Clarity, Care and Grow, while contributing to a positive and collaborative team culture Observable Skills & Behaviors • Influence others globally without direct authority • Build teams cross functionally ManpowerGroup is proud to be an equal opportunity affirmative action workplace. We celebrate diversity and are committed to providing an inclusive environment for all employees. Qualified applicants will receive consideration for employment without regard to race, religion, creed, color, national origin, citizenship, marital status, pregnancy (including childbirth, lactation and related medical conditions), age, gender, gender identity or expression, sexual orientation, protected veteran status, political ideology, ancestry, the presence of any physical, sensory, or mental disabilities, or other legally protected status. A strong commitment is made by each employee and is necessary to ensure equal employment opportunity for all. ManpowerGroup is an inclusive workplace that will recruit, hire, train, and promote persons of all job titles, and ensure all other personnel actions are administered without regard to non-merit-based characteristics of individuals. Reasonable accommodation during the interview process can be provided. Contact *********************************** for assistance.

We are seeking a highly reliable, discreet, and polished Executive Assistant to support the Director of Strategy & Investments. This role is critical to the smooth execution of investor-related operations and day-to-day strategic support. You will act as a trusted extension of the Director-handling scheduling, coordination, and follow-through for high-value investor interactions while serving as on-the-ground support in the Chicago office when leadership is remote. This is an execution-focused role with exposure to senior leaders and investors. While prior investor relations experience is not required, professionalism, judgment, and confidentiality are essential. Key Responsibilities Provide direct day-to-day support to the Director of Strategy & Investments Manage calendars and scheduling, including coordination for 1-2 external investors who may require assistance Coordinate investor meetings and calls, including agendas, materials, and follow-ups Serve as a professional point of contact for external stakeholders, maintaining discretion at all times Triage communications, assess priority, and ensure timely responses and follow-through Prepare and organize materials for meetings (presentations, briefs, reference documents) Track action items, requests, and next steps tied to investor conversations Maintain organized records of meetings, communications, and documentation Anticipate scheduling or logistical issues and proactively resolve them Act as the “eyes and support” in the Chicago office while the executive is based in Los Angeles Experience & Qualifications Approximately 4-6 years of experience in an executive assistant, operations, or administrative support role Comfortable supporting senior leaders and interacting with external, client-facing stakeholders Strong organizational and time-management skills Excellent written and verbal communication High level of discretion and trustworthiness with sensitive information Proficiency with standard business tools (calendar systems, email, Microsoft Office / Google Workspace) Willingness to learn and grow into the role; learning on the job is expected Nice-to-Have (Not Required) Exposure to investor relations, finance, or venture-backed environments Notary certification Valid passport

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

Our client, a boutique financial firm, is hiring an Executive Assistant for their expanding Downtown office. They are known for their collaborative culture and low turnover. This is the ideal role for an Executive Assistant experienced working in a fast-paced environment and supporting a team of Finance Associates/Principal. You'll be serving in a highly visible role, developing relationships essential to the daily operations of this collaborative and fast-growing firm. **Note this position requires an in-office presence 5 days a week. The firm covers commute costs. Responsibilities: Manage the dynamic calendars of the Finance team (5 total) providing quick turnaround and response times Provide event planning coordination both internally and externally, including larger event support as needed Coordinate and communicate travel plans through meticulous documentation Oversee the expense reporting process Proactively communicate often sensitive information and updates to executive team and key stakeholders Manage both internal and external relationships on behalf of the team Requirements: 3+ years of Executive Assistant experience supporting Execs along with travel planning coordination Bachelor's degree strongly preferred Proficiency in Microsoft Office Suite preferred Ability to manage multiple projects simultaneously to a high level of detail A team-centered work ethic with an eye to developing relationships and conflict resolution Excellent communication skills including the handling of confidential materials Ability to work in-office 5 days Benefits: 100% company-paid benefits, unlimited PTO, exciting events and team collaboration, 401k w/ match, bonus eligible role, commute reimbursement

OpenGov is the leader in AI and ERP solutions for local and state governments in the U.S. More than 2,000 cities, counties, state agencies, school districts, and special districts rely on the OpenGov Public Service Platform to operate efficiently, adapt to change, and strengthen the public trust. Category-leading products include enterprise asset management, procurement and contract management, accounting and budgeting, billing and revenue management, permitting and licensing, and transparency and open data. These solutions come together in the OpenGov ERP, allowing public sector organizations to focus on priorities and deliver maximum ROI with every dollar and decision in sync. Learn about OpenGov's mission to power more effective and accountable government and the vision of high-performance government for every community at OpenGov.com. Job Summary We are seeking a highly organized and proactive Senior Executive Assistant to support three Senior Vice Presidents within the Go-To-Market (GTM) organization. This role operates at the center of a dynamic commercial team, providing vital administrative, scheduling, and coordination support to drive clarity and efficiency. You will fully own calendars, travel, and daily operations for your executives while building strong cross-functional relationships across OpenGov - with professionalism, confidentiality, and independent judgment.. This role requires someone who thrives in a fast-paced environment, adapts quickly to shifting priorities, and communicates with clarity, confidence, and discretion, contributing to the overall rhythm and execution of GTM strategy. This is an excellent opportunity to operate at the center of a high-impact commercial team and help shape the cadence, culture, and execution of GTM strategy. Key Responsibilities Executive Support Manage and optimize complex calendars across time zones with minimal conflicts, applying sound judgment to prioritize meetings aligned with business needs. Coordinate detailed domestic and international travel, including itineraries, agendas, and logistical arrangements. Ensure executives are prepared for all meetings by tracking agendas, briefing materials, and follow-ups. Draft and edit professional correspondence, presentations, and internal documentation as needed. Track key deliverables and action items to ensure follow-through on top priorities. Cross-Functional Coordination Partner closely with other executive assistants, Chiefs of Staff, and GTM leaders to manage alignment, meeting flow, and operational rhythms. Work closely with the Events Manager to support the planning and execution of GTM-led events and team offsites, handling executive logistics and communicating with stakeholders. Serve as a consistent and reliable point of contact for the GTM leaders and cross-functional stakeholders. Administrative Excellence Process and track expense reports, purchase orders, approvals, and other administrative workflows in compliance and company policy. Handle highly sensitive information with absolute discretion and professionalism. Occasionally provide light personal assistant support for executives (e.g., scheduling personal appointments). Work Hours & Overtime Expectations This role requires a standard 40-hour workweek, with the flexibility to support occasional after-hours needs. During peak periods-such as quarterly business reviews, executive offsites, or leadership planning cycles-additional hours may be necessary. Average Overtime: 3-5 hours per week Peak Period Overtime: May increase to 10-15 hours in select weeks Note: Overtime hours are not guaranteed and may vary based on business needs. Non-exempt employees will be compensated for all hours worked in accordance with applicable state and federal laws. Qualifications Bachelor's degree or equivalent experience required. 5+ years of experience supporting senior-level executives in a high-growth or fast-paced environment (SaaS or tech industry strongly preferred). Strong organizational and time management skills with a demonstrated ability to prioritize tasks independently. Proven success in managing high-volume scheduling, travel, and coordination across multiple stakeholders. Excellent written and verbal communication skills with a high degree of professionalism; able to represent executives with professionalism. Adaptable, level-headed, and able to handle confidential or time-sensitive matters with discretion. Proficiency in Google Workspace, Slack, Zoom, and other modern workplace tools. Personal Attributes Operates with discretion, reliability, and integrity at all times. Proactive and resourceful; takes ownership and solves problems independently. Brings calm and clarity in a fast-paced environment with shifting priorities. Collaborative and curious; committed to team and organizational success. Flexible and dependable-willing to support occasional off-hours needs. Confident, professional, and always raising the bar for what great support looks like. Compensation: $90,000 - $120,000 On target ranges above include base plus a portion of variable compensation that is earned based on company and individual performance. The final compensation will be determined by a number of factors such as qualifications, expertise, and the candidate's geographical location. Why OpenGov? A Mission That Matters. At OpenGov, public service is personal. We are passionate about our mission to power more effective and accountable government. Government that operates efficiently, adapts to change, and strengthens public trust. Some people say this is boring. We think it's the core of our democracy. Opportunity to Innovate The next great wave of innovation is unfolding with AI, and it will impact everything-from the way we work to the way governments interact with their residents. Join a trusted team with the passion, technology, and expertise to drive innovation and bring AI to local government. We've touched 2,000 communities so far, and we're just getting started. A Team of Passionate, Driven People This isn't your typical 9-to-5 job; we operate in a fast-paced, results-driven environment where impact matters more than simply clocking in and out. Our global team of 800+ employees is united in our commitment to challenge the status quo. OpenGov is headquartered in San Francisco and has offices in Atlanta, Boston, Buenos Aires, Chicago, Dubuque, Plano, and Pune. A Place to Make Your Mark We pride ourselves on our performance-based culture, where every employee is encouraged to jump in head-first and take action to help us improve. If you have a great idea, we want to hear it. Excellent performance is recognized and rewarded, and we love to promote from within. Compensation Range: $90K - $120K Apply for this Job

Collabera is looking for an Admin Assistant/Coordinator to support the HR team of a Global Hospitality Company. This person will handle day-to-day administrative responsibilities, pull and summarize reports using Excel, and prepare PowerPoint materials for leadership. The role focuses on gathering and organizing information and requires close collaboration with senior leaders, including VPs, to support HR initiatives. Day to day: Provide comprehensive administrative support to HR leadership, including travel, expenses, meeting coordination, recognition initiatives, and preparation of HR Town Halls and leadership presentations. Manage HR financial and billing processes, including invoice processing, billbacks, legal and vendor billing, and special project and contractor/taskforce expenses. Maintain and administer HR leader workflows and onboarding processes, including system access setup, leader movement tracking, reporting, and weekly communications. Coordinate HRD orientation and development programs, supporting scheduling, communications, materials, logistics, surveys, and leadership assessments. Qualifications: 2-4 years of experience as an Administrative Assistant or Coordinator Expert-level Excel skills, including pivot tables and report creation Experience pulling and summarizing data and preparing PowerPoint materials for leadership Strong administrative, coordination, and organizational skills Strong written and verbal communication skills with experience supporting senior leaders Nice to Haves: Prior experience supporting an HR team The Company offers the following benefits for this position, subject to applicable eligibility requirements: medical insurance, dental insurance, vision insurance, 401(k) retirement plan, life insurance, long-term disability insurance, short-term disability insurance, paid parking/public transportation, paid time off, paid sick and safe time, hours of paid vacation time, weeks of paid parental leave, and paid holidays annually - as applicable.

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

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.”

Vaco is currently hiring an Admin/Receptionist for a client in Wauwatosa, WI. This is a temp-to-hire, onsite position. Top things they will be handling: Manages and organizes office records to include maintaining physical and electronic filing systems, maintaining office supply stock, sorting and distributing mail, and ensuring visitor satisfaction. Supports the Customer Service and Sales Engineering teams by sending communications, mailings, and/or letters and assisting with special projects and initiatives; Assists in the preparation, distribution, and processing of customer files, shop orders, and shipping packets. Answers all incoming phone calls in a warm and welcoming manner, handling general inquiries and routing advanced or escalated matters to management. Performs general data entry tasks to include updating backlogs and orders and recording miscellaneous plant floor data. Operates and maintains general office equipment; Ensures reception area and conference rooms are clean, orderly, and stocked appropriately. Other responsibilities and duties, as assigned, to ensure the effective utilization of company resources and to ensure customer satisfaction. Determining compensation for this role (and others) at Vaco/Highspring depends upon a wide array of factors including but not limited to the individual's skill sets, experience and training, licensure and certifications, office location and other geographic considerations, as well as other business and organizational needs. With that said, as required by local law in geographies that require salary range disclosure, Vaco/Highspring notes the salary range for the role is noted in this job posting. The individual may also be eligible for discretionary bonuses, and can participate in medical, dental, and vision benefits as well as the company's 401(k) retirement plan. Additional disclaimer: Unless otherwise noted in the job description, the position Vaco/Highspring is filing for is occupied. Please note, however, that Vaco/Highspring is regularly asked to provide talent to other organizations. By submitting to this position, you are agreeing to be included in our talent pool for future hiring for similarly qualified positions. Submissions to this position are subject to the use of AI to perform preliminary candidate screenings, focused on ensuring minimum job requirements noted in the position are satisfied. Further assessment of candidates beyond this initial phase within Vaco/Highspring will be otherwise assessed by recruiters and hiring managers. Vaco/Highspring does not have knowledge of the tools used by its clients in making final hiring decisions and cannot opine on their use of AI products.

IDR is seeking an Administrative Assistant to join one of our top clients in Bolingbrook, IL. This role is pivotal in supporting global operations by ensuring seamless project coordination and administrative excellence. If you are looking for an opportunity to join a growing organization and work within an ever-growing team-oriented culture, please apply today! Position Overview/Responsibilities for the Administrative Assistant: Manage executive and team calendars, coordinate meetings, and organize both domestic and international travel logistics. Support cross-functional and international projects by maintaining project plans, timelines, and deliverables using tools like SharePoint, Monday.com, or Smartsheet. Serve as a liaison across international and cross-functional teams to support communication flow and collaboration. Maintain a centralized project documentation repository and prepare professional documents, meeting summaries, and reports. This is a 6-month contract position with the possibility of extension. Required Skills for Administrative Assistant: Minimum of 2 years of experience supporting multiple leaders with scheduling and travel arrangements. At least 2 years of project coordination experience, including managing timelines and deliverables. Proficiency in Microsoft Office, particularly Outlook, Word, and PowerPoint. Experience with SharePoint and either Monday.com or Smartsheet is preferred. Strong writing skills for clear recaps, meeting notes, and professional emails. What's in it for you? Competitive compensation package Full Benefits; Medical, Vision, Dental, and more! Opportunity to get in with an industry-leading organization Close-knit and team-oriented culture Why IDR? 25+ Years of Proven Industry Experience in 4 major markets Employee Stock Ownership Program Medical, Dental, Vision, and Life Insurance ClearlyRated's Best of Staffing Client and Talent Award winner 12 years in a row

We are looking for a part-time Administrative Assistant to provide essential support to our Managing Partners in a dynamic and flexible work environment. This hybrid role offers the opportunity to engage in diverse tasks, ensuring the smooth operation of the firm while maintaining a high level of professionalism. Client does not offer health benefits and pay range for this position is $28-$32 hourly. Client offers flexibility working 24-30 hours a week Recruiter: Connie Stathopoulos Responsibilities: • Organize and manage schedules for the Managing Partners, ensuring efficient time management. • Coordinate activities involving clients and candidates, including meetings and follow-ups. • Prepare detailed reports, presentations, and documentation as required. • Serve as a point of communication for internal and external inquiries, maintaining professionalism. • Handle special projects with a focus on accuracy and meeting deadlines. • Conduct research and gather information to support decision-making for the Managing Partners. • Maintain and update records and databases, ensuring data accuracy and accessibility. • Provide administrative support for daily operations, including answering inbound calls and data entry. • Assist with receptionist duties, creating a welcoming environment for visitors and clients. • Utilize technology tools and applications to streamline processes and enhance efficiency. • Proven experience in administrative roles, showcasing strong organizational abilities. • Exceptional interpersonal skills, with the ability to effectively interact with team members, clients, and partners. • Demonstrated proficiency in Microsoft Office Suite, including Outlook, Word, Excel, and PowerPoint. • Ability to conduct internet research and quickly adapt to new technologies and applications. • Strong problem-solving skills, with a proactive approach to identifying and addressing challenges. • Detail-oriented and capable of managing multiple tasks while maintaining accuracy. • A flexible and adaptable mindset, ready to take on new responsibilities as needed. • Familiarity with tools like ACT! or similar CRM platforms is a plus. Our specialized recruiting professionals apply their expertise and utilize our proprietary AI to find you great job matches faster

Zenar Corporation Administrative Assistant Oak Creek, WI Under the direction of the Office Manager, the Administrative Assistant performs a wide variety of administrative and clerical tasks related to office operations. The ideal candidate should have excellent organizational skills, be detail-oriented and possess strong written and verbal communication abilities. This role is essential for ensuring the smooth operation of our office and supporting our team effectively. Essential Duties and Responsibilities This list of duties and responsibilities is not all inclusive and may be expanded to include other duties and responsibilities, as deemed necessary from time to time. Manage the administration of new job folders in electronic format including all programs and applications. Assist with new customer set-up (W-9, COI, tax exemption if applicable). Assist with generating customer invoices, accounts receivable and accounts payable. Assist with new vendor set-up. Prepare, monitor and manage purchase orders. Set up and manage paper and electronic filing systems, including recording information, updating paperwork, or maintaining documents, such as correspondence or other material. Compile, summarize and record information, to include numeric calculations, ensuring accurate, up‑to‑date information using EXCEL or other appropriate software. Required Skills/Abilities: Excellent organizational skills and attention to detail. Excellent time management skills with a proven ability to meet deadlines. Proficient with Microsoft Office (Word, Excel, Outlook) Excellent verbal and written communication skills. Critical thinking and complex problem-solving required. Excellent interpersonal and customer service skills. Ability to work independently and collaboratively within a team. Ability to develop cooperative working relationships with others, maintaining them over time. Ability to communicate effectively. Ability to effectively communicate with service team, customers, vendors, and other employees within the organization. Ability to prepare correspondence, reports, memos, etc. Qualifications: To successfully perform this job, an individual must be able to perform each essential duty satisfactorily. Education and/or Experience - High school diploma or equivalent required; Associates degree in office administration or related field preferred. At least three years of administrative experience required. Physical Demands The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is frequently required to sit, stand, walk, talk, and hear. The employee is occasionally required to reach with hands and arms and stoop, kneel, crouch, or crawl. The employee must occasionally lift and/or move up to 25 pounds. Work Hours This position is full-time and is in-office.

We are seeking a proactive, detail-oriented Administrative Assistant to join a fast-growing real estate firm and play a key role in the day-to-day operations of a dynamic commercial real estate portfolio. This is an excellent opportunity for someone who is not only eager to learn the industry but genuinely excited to build a long-term career within a company that is expanding quickly and values internal growth. The ideal candidate is sharp, organized, and naturally resourceful. Someone who takes initiative, thrives in a fast-paced environment, and enjoys being the person who keeps everything running smoothly behind the scenes. You will be entrusted with responsibilities that directly impact tenant relationships, vendor partnerships, and overall property performance. If you enjoy variety, problem-solving, and being the dependable backbone of a busy team, this role offers the perfect blend of challenge and opportunity. Responsibilities Provide day-to-day support to the Property Manager as needed. Maintain and track Tenant and Vendor Insurance Certificates. Communicate with contractors, vendors, and on-site teams to support ongoing property operations. Assist with Accounts Payable functions, including PayScan, tenant invoicing, and bill-backs. Support monthly and quarterly reporting requirements. Set up new vendors and ensure proper documentation is collected. Conduct occasional on-site property visits within the Chicago metro area. Assist with special projects, certified mail-outs, and other written correspondence. Manage and draft tenant correspondence; communicate with on-site security teams as needed. Support Accounts Receivable, including rent collections and tenant communications. Track and record tenant sales monthly. Maintain organized electronic filing systems and track utilities across properties. Update and manage internal spreadsheets and operational logs. Ideal Experience 2-3 years of relevant experience, with commercial real estate experience required. Experience working in Accounts Receivable or handling payments within a real estate environment. Confident, professional communication style, capable of handling challenging interactions. Ability to work in a reactive, fast-paced environment while maintaining professionalism and composure. Experience with Yardi, PayScan, Commercial Café, and Microsoft Office applications (especially Word and Excel). Strong organizational skills, attention to detail, and the ability to juggle multiple priorities. A desire to learn, grow, and advance within the company. #117938 The Larko Group is a women-owned, premier staffing and recruiting firm based in Chicago with a nationwide reach. We specialize in Direct Hire, Temp-to-Hire, and Temporary/Project placements across a wide range of roles, including Executive Assistants, Administrative Assistants, Personal Assistants, Chief of Staff, Office Managers, Receptionists, General Office, Event Support, Project Management, and Customer Service.