Administrative Assistant

A prestigious global financial services firm is seeking a polished, detail-oriented Administrative Assistant to support its Private Wealth Management team in downtown Chicago. This is an excellent opportunity to join a fast-paced, high-caliber environment, providing direct support to Top Wealth Advisors and Managing Directors within a collaborative, team-oriented culture.

Responsibilities:

• Provide administrative support to multiple Top Wealth Advisors and Managing Directors, with flexibility to support varying teams as needed
• Proactively manage complex calendars across multiple time zones, prioritizing meeting requests and coordinating calls and video conferences
• Manage a high volume of incoming calls, taking detailed messages while interacting professionally with senior business leaders and clients
• Coordinate domestic and international travel arrangements, including visa procurement, and process expense reports and related invoices in a timely manner
• Arrange internal and client meetings on and off campus, working with conference services on room bookings, catering, and guest registration
• Perform general administrative duties including phone coverage, time entry, filing, scanning, mailing, and ad hoc projects
• Handle highly confidential and sensitive client information with the utmost discretion
• Maintain awareness of team priorities and provide proactive support where needed
• Adhere to compliance regulations and secure necessary approvals
• Support the Wealth Management team in servicing clients with a focus on operational excellence

What We're Looking For:

• Experience as an Administrative Assistant supporting executives in a complex environment, preferably within financial services, the private sector, or government
• Excellent judgment and discretion when handling confidential or sensitive information
• Strong interpersonal skills and a collaborative mindset, with the ability to work well within local and global teams
• Ability to stay calm under pressure while managing multiple priorities in a fast-paced setting
• Excellent written and verbal communication skills, with a consistently professional demeanor
• Exceptional attention to detail and strong organizational skills
• A quick learner and self-starter with strong anticipation and follow-through
• Proactive problem-solving skills and the ability to work independently
• The highest degree of integrity, professionalism, and diplomacy
• Strong proficiency in Microsoft Word, Excel, PowerPoint, Outlook, and Zoom
• Familiarity with expense platforms such as SAP Concur
• A positive, supportive team player attitude

Details:

• Location: Onsite in downtown Chicago, IL (fully onsite role)
• Contract Duration: 12 months
• Pay Rate: $31.25/hour

Please submit your resume in Word format for immediate consideration!

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