Administrative Assistant

We are looking for a top-tier Administrative Assistant to act as a strategic right-hand assistant to a senior leader at a fast-growing professional services firm. This distinctive role combines professional and personal support equally, demanding exceptional judgment, discretion, and the ability to excel in a fast-paced, high-trust environment.

More than a traditional administrative position, this role is pivotal in protecting and optimizing the executive’s time, energy, and priorities, both at work and beyond. It offers a rare long-term opportunity to make a meaningful impact, enjoy autonomy, gain exposure to senior-level decision-making, and contribute to a collaborative, high-standard, value-driven culture.

Responsibilities

• Proactively manage the executive’s calendar, scheduling meetings, blocking focus time, and anticipating conflicts.
• Coordinate closely with the Chief of Staff and senior team members to track priorities, deadlines, and areas requiring executive attention.
• Manage and triage the executive’s email inbox, responding to pre-approved client communications, forwarding inquiries to appropriate internal team members, and following up to ensure items are completed and closed.
• Prepare meetings by organizing materials, agendas, and context.
• Attend select client or internal meetings to take notes, track action items, and assist with follow-up.
• Help maintain clarity, organization, and momentum across multiple initiatives.
• Manage personal scheduling, appointments, and commitments.
• Book and coordinate personal and business travel, including itineraries and logistics.
• Assist with family logistics, school or activity pickups, and coordinating children’s schedules and activities.
• Help organize family travel and, at times, travel with the family to provide support with children (optional but strongly preferred).
• Source and arrange thoughtful gifts, experiences, and special occasions for clients, colleagues, and family.
• Coordinate client gifts, firm outings, and internal events.
• Assist with planning and execution of firm-related or family events.
• Source high-quality, tasteful, and on-trend options while remaining mindful of budget.
• Take ownership of special projects as they arise.

Ideal Experience

• Prior experience as an Executive Assistant, Personal Assistant, or similar high-trust support role.
• Exceptionally organized, detail-oriented, and proactive, anticipate needs before they occur.
• Calm, upbeat, and pleasant under pressure. Confident and professional.
• Comfortable exercising discretion and handling confidential matters.
• Tech-savvy and comfortable managing email, calendars, and digital workflows.
• High standards, excellent judgment, and a bias toward follow-through.
• Comfort operating across both professional and personal domains.
• Willingness to be in-person when needed; flexibility is essential.
• Ability to adapt to a fast-moving environment with changing priorities.
• A mindset of service, ownership, and excellence.

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.