Administrative Assistant

Join an organization where people genuinely enjoy coming to work. Our client has built a reputation not only for excellence in their industry but for fostering a collaborative, supportive, and people-first culture. They are seeking an Administrative Assistant who thrives in a dynamic environment and enjoys being at the center of daily operations. This is a chance to make a meaningful impact while working with a team that values professionalism, partnership, and a positive workplace experience.

Responsibilities

• Serve as the first point of contact for clients, visitors, candidates, and vendors, creating a professional and welcoming office environment.
• Manage conference room calendars and coordinate meetings, including room setup, catering, videoconferencing, and audiovisual support.
• Provide basic troubleshooting for conference room technology and coordinate with IT and external vendors as needed.
• Oversee day-to-day office operations, including ordering and maintaining office supplies, managing mail and package distribution, and ensuring common areas remain organized and professional.
• Act as the primary liaison with building management, office vendors, and service providers; coordinate maintenance requests, office repairs, equipment servicing, and vendor visits.
• Support recruiting efforts by coordinating candidate interviews, scheduling meetings, preparing interview materials, and ensuring a seamless candidate experience.
• Assist with employee onboarding and offboarding activities, including workspace preparation, equipment coordination, building access, and orientation logistics.
• Coordinate logistics for training sessions, client meetings, town halls, office events, and employee engagement initiatives.
• Maintain office records, directories, seating charts, emergency contacts, and other administrative documentation.
• Provide administrative support to leadership and staff, including calendar management, travel coordination, expense reporting, document preparation, and presentation formatting.
• Assist with invoice processing, vendor administration, and special projects while identifying opportunities to improve office processes and operational efficiency.
• Handle confidential and sensitive information with professionalism, discretion, and sound judgment.
• Participate in office safety initiatives and provide occasional support outside of regular business hours for meetings, events, or business needs.

Ideal Experience

• Associate's degree required; Bachelor's degree preferred.
• 3 years of administrative, office operations, executive support, or related experience, ideally within professional services, consulting, legal, accounting, or financial services environments.
• Proven ability to manage multiple priorities, projects, and deadlines in a fast-paced setting.
• Strong interpersonal skills with the ability to collaborate effectively across all levels of an organization.
• Experience coordinating meetings, events, interviews, onboarding activities, and vendor relationships preferred.
• Proficiency with Microsoft Office Suite (Outlook, Word, Excel, PowerPoint, Teams) and videoconferencing technology.
• Exceptional organizational, communication, customer service, and problem-solving skills.
• Ability to handle confidential information with discretion and exercise sound judgment.
• Self-starter with strong attention to detail and the ability to work independently.
• Comfortable adapting to changing priorities and business needs.
• Ability to lift to 50 pounds as needed.

#118040

Larko 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.