20 Administrative Services jobs in Hazel Crest

• Manage complex calendars, schedule meetings, and prioritize appointments for assigned executives.
• Coordinate extensive domestic and international travel arrangements, including itineraries, flights, accommodation, and transportation.
• Organize and prepare for meetings, including drafting agendas, preparing presentations, taking minutes, and ensuring follow-up on action items.
• Handle confidential information and sensitive documents with utmost discretion and professionalism.
• Draft, proofread, and edit correspondence, reports, and other documents.
• Process expense reports, manage invoices, and track budgets for executive-related activities.
• Act as a primary point of contact, screening calls and emails, and directing inquiries to appropriate departments.
• Plan and coordinate corporate events, team off-sites, and executive gatherings.
• Maintain an organized filing system, both physical and digital.
• Conduct research and compile data to prepare reports and presentations.
• Facilitate communication between executives and internal/external stakeholders.
• Order office supplies and manage office equipment as needed.
• Handle personal tasks for executives as required, maintaining strict confidentiality.

• Associate's or Bachelor's degree preferred; relevant certifications in administrative support are a plus.
• Minimum of 5-7 years of administrative support experience, with at least 3 years directly supporting senior executives (C-suite preferred).
• Exceptional organizational and time management skills, with the ability to multitask and prioritize effectively.
• High level of professionalism, discretion, and ability to handle confidential information.
• Advanced proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint).
• Excellent written and verbal communication skills, with strong attention to detail in grammar and spelling.
• Strong interpersonal skills and the ability to interact effectively with all levels of the organization and external contacts.
• Proactive, resourceful, and able to anticipate needs and work independently.
• Demonstrated ability to solve problems and adapt to changing priorities.
• Experience with virtual meeting platforms (e.g., Zoom, Microsoft Teams) and CRM systems is a plus.

• Provide comprehensive administrative support to multiple senior executives, including managing complex calendars, scheduling meetings, and coordinating travel arrangements.
• Prepare and edit correspondence, reports, presentations, and other documents with high accuracy and professionalism.
• Manage email communications, prioritize incoming information, and draft responses on behalf of executives.
• Organize and coordinate internal and external meetings, including preparing agendas, taking minutes, and following up on action items.
• Handle confidential and sensitive information with the utmost discretion and professionalism.
• Process expense reports and manage invoices in a timely and accurate manner.
• Act as a primary point of contact for internal and external stakeholders, screening calls and directing inquiries appropriately.
• Assist with special projects and initiatives as assigned by executives.
• Maintain an organized filing system, both physical and digital.
• Order office supplies and manage office equipment maintenance as needed.
• Coordinate corporate events, team lunches, and client entertainment.
• Anticipate needs and proactively prepare executives for meetings and engagements.

• Associate's or Bachelor's degree preferred.
• 5+ years of experience as an Executive Administrative Assistant supporting senior-level management, preferably in a corporate or financial services environment.
• Exceptional proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint) and experience with virtual meeting platforms (e.g., Zoom, Teams).
• Strong organizational, time management, and multitasking skills with a keen attention to detail.
• Excellent written and verbal communication skills.
• Discretion and ability to handle confidential information with integrity.
• Proactive, resourceful, and capable of working independently with minimal supervision.
• Professional demeanor and strong interpersonal skills.
• Ability to thrive in a fast-paced, dynamic environment and adapt to changing priorities.
• Problem-solving aptitude.

Our client, a prestigious firm located in the heart of Chicago, Illinois, US , is searching for a highly organized, proactive, and discreet Executive Administrative Assistant to provide comprehensive support to their senior leadership team. This pivotal role requires an individual with exceptional multitasking abilities, strong communication skills, and a keen eye for detail. The ideal candidate will be adept at managing complex schedules, coordinating executive travel, and handling sensitive information with the utmost confidentiality. Our client fosters a professional and dynamic work environment, offering a unique opportunity to contribute directly to the efficiency and success of top-level executives.

• Provide high-level administrative support to one or more senior executives, managing complex calendars, scheduling meetings, and ensuring efficient time management.
• Coordinate and arrange detailed travel itineraries, including flights, accommodation, ground transportation, and visa requirements, for domestic and international trips.
• Prepare and edit correspondence, reports, presentations, and other documents, ensuring accuracy, professional formatting, and adherence to company standards.
• Organize and facilitate meetings, including preparing agendas, taking minutes, distributing materials, and ensuring all necessary logistics are handled.
• Manage and process expense reports, invoices, and other financial documentation, ensuring timely submission and accuracy.
• Act as a primary point of contact for internal and external stakeholders, screening calls, emails, and visitors with professionalism and discretion.
• Maintain highly organized filing systems, both physical and digital, ensuring easy retrieval of critical documents and information.
• Handle confidential and sensitive information with absolute discretion and integrity.
• Assist with special projects, research, and event planning as directed by the executives.
• Anticipate needs and proactively address potential issues to ensure seamless executive operations.
• Coordinate office supplies and equipment for the executive team, ensuring availability and functionality.
• Foster positive relationships with colleagues, clients, and partners.

• Associate's or Bachelor's degree in Business Administration, Communications, or a related field is preferred.
• Minimum of 5-7 years of experience as an Executive Assistant, supporting C-suite executives or senior leadership.
• Proven proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint) and experience with virtual meeting platforms (e.g., Zoom, Microsoft Teams).
• Exceptional organizational and time management skills, with the ability to prioritize tasks effectively in a fast-paced environment.
• Superior written and verbal communication skills, with a professional demeanor and excellent interpersonal abilities.
• High level of discretion, confidentiality, and integrity when handling sensitive information.
• Strong problem-solving skills and the ability to work independently with minimal supervision.
• Detail-oriented with a commitment to accuracy and quality.
• Proactive attitude and ability to anticipate needs and take initiative.
• Experience with international travel arrangements and diverse time zones is a plus.

Our client is deeply committed to fostering a supportive, innovative, and highly rewarding work environment. They offer a competitive salary package commensurate with your expertise and qualifications, along with a comprehensive benefits program that includes excellent health, dental, and vision insurance, generous paid time off, and a robust 401(k) retirement plan with attractive company matching contributions. You will gain access to significant opportunities for continuous professional development, advanced training, and clear pathways for career advancement within a rapidly growing organization. You will be an integral part of a collaborative and innovative team that values strategic thinking, operational efficiency, and the pursuit of excellence, contributing directly to core business strategies that drive sustainable growth. Join us in Chicago, Illinois, US and become a cornerstone of our operational success!

If you are an exceptional Executive Administrative Assistant seeking a challenging and rewarding role within a prestigious organization, we encourage you to apply. Our client is an equal opportunity employer and is dedicated to fostering a diverse and inclusive workplace. They do not discriminate on the basis of race, religion, color, national origin, gender, sexual orientation, age, marital status, veteran status, or disability status.

• Provide administrative support to multiple attorneys, including managing calendars, scheduling meetings, and coordinating travel arrangements.
• Prepare, format, and proofread legal documents, correspondence, reports, and presentations with high accuracy and adherence to legal standards.
• Manage incoming and outgoing mail, faxes, and email correspondence, prioritizing and distributing as appropriate.
• Organize and maintain physical and electronic client files, ensuring all documents are properly categorized and accessible.
• Assist with billing processes, time entry, and expense report preparation for attorneys.
• Handle confidential client information and sensitive legal matters with the utmost discretion and professionalism.
• Coordinate conference calls, video conferences, and internal/external meetings, including room setup and catering.
• Conduct basic legal research and retrieve documents from court websites or legal databases as requested.
• Liaise with clients, court personnel, and other external contacts on behalf of attorneys.
• Process new client intake forms and conflict checks.
• Order office supplies and manage general office administrative tasks.

• High school diploma or equivalent required; Associate's or Bachelor's degree preferred.
• Minimum of 2-4 years of experience as an Administrative Assistant or Legal Secretary, preferably within a law firm environment.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) is essential; advanced Word skills for legal document formatting preferred.
• Familiarity with legal terminology, court procedures, and legal document preparation.
• Exceptional organizational skills and strong attention to detail.
• Excellent written and verbal communication skills.
• Ability to prioritize tasks effectively, manage multiple deadlines, and work well under pressure.
• High degree of professionalism, discretion, and ethical conduct.
• Ability to work independently and as part of a collaborative team.
• Experience with legal billing software (e.g., Elite, Aderant) is a plus.
• A proactive approach to problem-solving and a strong work ethic.