Administrative Assistant

TALENT Software Services; Chicago (IL); On-site; USD 38,000 - 54,000; Full time

Job summary

TALENT Software Services is seeking an Administrative Assistant in Chicago for a maternity leave backfill, supporting Commercial Banking Relationship Managers and Portfolio Managers. The role ensures day-to-day operations for a national sales team with meetings, travel, expense reporting, and invoice processing.

The position is 6 months with an extension possibility, working 8:30am-5pm CT in a fully onsite hybrid environment at 320 S Canal St, Chicago IL.

Qualifications

• 4 years of administrative or executive support experience.
• Postsecondary education (doesn’t need to be relevant).
• Strong organizational skills and attention to detail.
• Excellent written and verbal communication skills.
• Ability to manage multiple priorities and work independently.

Responsibilities

• Provide high-level administrative support to large fast-paced teams.
• Manage complex calendars, schedule meetings, and coordinate logistics.
• Plan and support team meetings, events, and departmental activities.
• Prepare reports, presentations, correspondence, and other business documents.
• Process invoices, expense reports, and budget-related activities.
• Coordinate travel arrangements and associated logistics.
• Maintain organized records, filing systems, and administrative processes.
• Responsible for client data and report generation in Salesforce.
• Act as a liaison with internal teams, external vendors, and business partners.
• Support office operations, including onboarding, workspace coordination, and supply management.

Skills

Calendar management

Meeting coordination

Stakeholder relations

Travel coordination

Document preparation

Written & verbal communication

Multitasking

Education

Postsecondary education

Tools

Salesforce

Microsoft Office

Workday

Concur

SAP

Job description

Title: Administrative Assistant
Duration: 6 months
Extension likelihood: yes Possibility of conversion to FTE: yes
Working hours: 8:30am-5pm CT OT requirements: none
Location: 320 S Canal St, Chicago IL Hybrid work requirements: 5x/week, fully onsite

Role Mandate

The team is seeking an experienced Administrative Assistant providing high-level support to Commercial Banking Relationship Managers and Portfolio Managers, ensuring seamless day-to-day operations for a national sales team. Serving as a maternity leave backfill, this role manages meeting coordination, travel arrangements, expense reporting, and invoice processing while maintaining strong partnerships with bankers and stakeholders, handling multiple priorities, and delivering reliable administrative support in a fast-paced banking environment.

Title: Administrative Assistant
Duration: 6 months
Extension likelihood: yes Possibility of conversion to FTE: yes
Working hours: 8:30am-5pm CT OT requirements: none
Location: 320 S Canal St, Chicago IL Hybrid work requirements: 5x/week, fully onsite

Role Mandate

The team is seeking an experienced Administrative Assistant providing high-level support to Commercial Banking Relationship Managers and Portfolio Managers, ensuring seamless day-to-day operations for a national sales team. Serving as a maternity leave backfill, this role manages meeting coordination, travel arrangements, expense reporting, and invoice processing while maintaining strong partnerships with bankers and stakeholders, handling multiple priorities, and delivering reliable administrative support in a fast-paced banking environment.

Team Structure

The Administrative Assistant will be part of a broader team of approximately 30 administrative professionals, with day-to-day support aligned to a smaller team of five. In this role, the individual will provide dedicated support to approximately 6-7 Relationship Managers and Portfolio Managers, partnering closely with stakeholders to coordinate administrative activities, manage priorities, and ensure efficient operations across the Commercial Banking team.

Role Responsibilities

• Provide high-level administrative support to large fast-paced teams.
• Manage complex calendars, schedule meetings, and coordinate logistics.
• Plan and support team meetings, events, and departmental activities.
• Prepare reports, presentations, correspondence, and other business documents.
• Process invoices, expense reports, and budget-related activities.
• Coordinate travel arrangements and associated logistics.
• Maintain organized records, filing systems, and administrative processes.
• Responsible for client data and report generation in Salesforce.
• Act as a liaison with internal teams, external vendors, and business partners.
• Support office operations, including onboarding, workspace coordination, and supply management.

Must Have Skills

• Priority: Must be able to adhere to the schedule of 5x per week in office 8:30am-5pm CT.
• 4 years of administrative or executive support experience.
• Postsecondary education (doesn’t need to be relevant).
• Strong organizational skills and attention to detail.
• Excellent written and verbal communication skills.
• Strong problem-solving and critical thinking abilities.
• Ability to manage multiple priorities and work independently.
• Proven ability to build effective relationships with a wide range of stakeholders.

Nice to Have Skills

• Relevant postsecondary education.
• Experience supporting senior executives or multiple leaders in a large corporate environment.
• Previous experience in banking, financial services, or a highly regulated industry.
• Advanced Microsoft Office skills, including PowerPoint, Excel, Outlook, Teams, and Word.
• Experience coordinating large meetings, events, town halls, or leadership offsites.
• Knowledge of Workday, Concur, SAP, ServiceNow, or similar corporate systems.
• Ability to manage competing priorities and remain calm under tight deadlines.

Interviews

1 round, virtual, 45 minutes with HM and team member.

Location Pitch

Join our team in the vibrant city of Chicago, where you can experience a dynamic work environment in the heart of the commercial district. Located at 320 S Canal St, you'll be at the center of business innovation and cultural diversity, with access to world-class amenities and a thriving professional community.