Administrative Assistant

This role is ideal for a detail-oriented event planning professional seeking opportunities for growth and development while supporting high-profile programs and events. Responsible for managing event reservations and supporting program execution, the position requires strong administrative, organizational, and time-management skills, with the ability to manage multiple priorities and perform effectively under tight deadlines. A high level of professionalism is essential, as the role involves direct interaction with members, senior executives, and internal stakeholders while collaborating closely with cross-functional teams. Apply now and join an outstanding mission-driven organization.

This is a temporary-to-hire opportunity.

Responsibilities

• Manage all meeting reservations through the reservation’s inbox and non-member guest inbox, ensuring accurate and timely entry of registration requests into Salesforce.
• Coordinate onsite registration for major programs, assisting members and guests, verifying attendance, troubleshooting registration issues, and providing customer service support.
• Prepare printed event materials, including name badges, tent cards, seating charts, and meeting packets for programs and committee meetings.
• Track complimentary registrations, refunds, cancellations, no-shows, and registration adjustments for meetings. Work closely with the Financial Reporting Coordinator to review registration activity and support month-end financial reporting and controls.
• Assist with program reporting by maintaining attendance records, seating assignments, registration data, and program documentation.
• Process seat-with requests and guest groupings through Salesforce, coordinate seating assignments, and ensure guest registration information is updated promptly.
• Coordinate staff engagement activities, including celebrations, contests, and recognition programs designed to promote member engagement, attendance awareness, and team participation.
• Manage the general inquiry inbox, responding to member requests and providing invoices, receipts, and other administrative support as needed.
• Oversee procurement and office ordering, including catering for programs and committee meetings, program-related supplies, office supplies, and snack inventories. Maintain inventory records and coordinate replenishment orders with internal teams.
• Participate in the office phone queue, answering, screening, and routing incoming calls while providing professional service to members, guests, vendors, and staff.
• Support office reception functions by coordinating with internal teams to ensure visitors and guests are welcomed and assisted in a professional manner.
• Maintain vendor records and databases, ensuring financial information, credentials, and documentation are accurate, current, and securely stored.
• Manage electronic filing systems and records, ensuring compliance with document retention policies and maintaining workflow documentation in SharePoint, Salesforce, and related systems.
• Attend and support programs and events, assist colleagues across departments, and perform additional administrative and operational duties as assigned.

Ideal Experience

• Bachelor’s Degree and prior work, internship, or volunteer experience in a service-oriented organization preferred.
• Strong verbal and written communication skills, including professional phone manner and in-person presence.
• Excellent attention to detail with strong data-entry and organizational skills.
• Comfortable working in a database environment and a drive to understand system-level processes and data flows.
• Knowledge of administrative and clerical procedures, including managing files and records.
• Strong proficiency in Microsoft Outlook, Word, Excel, PowerPoint, and experience with QuickBooks by Intuit or similar accounting software; Salesforce knowledge is a plus.
• Ability to manage multiple assignments simultaneously and meet deadlines.
• Demonstrated ability in effective and timely problem solving, as well as independently using own initiative.
• Desire to work for a small organization and a strong team environment.

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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.