Administrative Assistant

Swoon; Chicago (IL); On-site; USD 55,000 - 75,000; Full time

Job summary

Swoon is seeking an Administrative Assistant to provide high-level support to Commercial Banking Relationship Managers and Portfolio Managers. This maternity backfill role handles calendar management, travel, expense reporting, and invoice processing, while maintaining partnerships with bankers and stakeholders.

The position requires 4+ years of administrative experience and advanced MS Office skills, with a focus on supporting a fast-paced national sales team.

Qualifications

• 4+ years of administrative or executive support experience.
• Postsecondary education completed.
• Excellent written and verbal communication skills.
• Strong organizational skills and attention to detail.
• Ability to manage multiple priorities independently.
• Experience supporting senior executives in a large corporate environment.
• Previous banking or financial services experience preferred.
• Advanced MS Office skills (PowerPoint, Excel, Outlook, Teams, Word).
• Experience coordinating large meetings and events.
• Knowledge of Workday, Concur, SAP, or ServiceNow.

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

Executive support

Travel arrangements

Expense reporting

Invoice processing

Stakeholder relationships

Multitasking

Strong communication

Advanced MS Office

Education

Postsecondary education

Tools

Workday

Concur

SAP

ServiceNow

Salesforce

Job description

This 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.
• 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.