Administrative Assistant

Hoerr Schaudt Landscape Architects; Chicago (IL); On-site; USD 50,000 - 62,000; Full time

Benefits offered by this job

Health benefits

Paid time off

401(k)

Commuting paid

Parking provided

Cell phone stipend

Career growth opportunities

Job summary

Hoerr Schaudt Landscape Architects in Chicago seeks a detail-oriented administrative professional with at least three years of fast-paced office experience to manage calendars, travel, expenses, and workflow.

This on-site role is part of the Administrative Team, offering competitive salary, benefits, and opportunities for growth within a collaborative firm.

Qualifications

• Minimum of three years’ administrative experience in a fast-paced environment.
• Strong calendar management, travel coordination, and expense reporting skills.
• Proficient with Microsoft Office 365; CRM/ERP familiarity a bonus.
• Excellent written and verbal communication; able to work autonomously.
• On-site office role as part of the Administrative Team.

Responsibilities

• Schedule routine meetings, send invites, reminders, reserve rooms and coordinate Zoom/Teams links.
• Manage meeting and event logistics, including catering, materials, and registrations.
• Book travel, maintain itineraries, and process changes.
• Prepare expense reports; collect receipts and documentation.
• Format documents, presentations, and draft proposals.
• Print, scan, copy, upload, mail, and ship documents and materials.
• Maintain shared folders, files, and administrative records.
• Data entry and simple reporting, including CRM/ERP updates.
• Manage supplies and new hire equipment disbursement.
• Provide general office and administrative support.
• Coordinate quarterly reporting with contact and CRM/ERP updates.
• Coordinate and host quarterly Project Sharing presentations.
• Prepare time sheets.

Skills

Microsoft Office 365

RAMP

Deltek Vantagepoint

Organizational skills

Problem solving

Team collaboration

Written and verbal communication

Calendar management

Confidential information handling

Education

Associate or bachelor’s degree

Job description

We’re looking for an individual with a minimum of three years’ administrative experience working in a fast-paced environment who is skilled in calendar management, travel coordination, expense reporting, and supporting workflow and procedural efficiency.

The successful candidate will be highly organized, have a passion for details, record-keeping and problem solving, and thrive in a team setting.

This role is also member of the Administrative Team and is fully in the office.

Role Responsibilities:

• Schedule routine meetings, send invitations and reminders, reserve rooms, and coordinate Zoom/Teams links
• Manage meeting and event logistics, including catering, materials, and registrations
• Book routine travel, maintain itineraries, and process travel changes
• Prepare expense reports; collect receipts and supporting documentation
• Format documents, presentations, and draft proposals
• Print, scan, copy, distribute, upload, mail, and ship documents and materials
• Maintain shared folders, files, and administrative records
• Perform routine data entry and simple reporting, including contact and CRM/ERP updates
• Manage supplies and new hire equipment disbursement
• Provide general office and administrative support
• Coordinate and host quarterly and simple reporting including contact and CRM/ERP updates
• Manage supplies and new hire equipment disbursementProvide general office and administrative support
• Coordinate and host quarterly Project Sharing cross-company presentations
• Prepare time sheets

Skills and Qualifications

• Mastery of Microsoft Office 365. Experience with RAMP and Deltek Vantagepoint a bonus, but not required.
• Excellent organizational skills and love of problem solving
• Energetic attitude and ability to work well within a team and a hands-on, strategic environment.
• Expert in written and verbal communication skills, particularly with internal team members
• Decision-making skills to work autonomously and manage specific tasks
• Communication and collaboration skills to support personnel, management and clients
• Writing skills to ensure emails and documents and uphold the brand identity
• Calendar and schedule management skills
• Knowledge of office procedures and equipment
• Familiarity with internal and external customer service principles
• Ability to handle confidential information responsibly
• Associate or bachelor’s degree

What We Offer:

• Competitive salary and benefits package
• Please see a list of our benefits on our careers page
• Opportunities for professional development and career growth.
• Collaborative and supportive work environment.

Additional Information:

• Work Environment:Monday through Friday 8:30-5:30 with an hour for lunch/breaks.
• Benefits:Health benefits, paid time off, 401(k), to/from office commute paid, or parking provided, cell phone stipend and opportunities for career growth within a dynamic and expanding company.
• Salary:Range is $50,000-62,000 plus company bonus opportunity; the offer will be based on experience, skills and background in similar positions.

Working Conditions:

• Work Location: Full-time on-site in the Chicago office.
• Desk Setup: Assigned desk with standard lighting and climate control.
• Computer Use: Extended periods spent sitting at a desk and looking at a computer monitor. A laptop computer and large desktop monitor is provided.
• Communication: Regular interaction with team members in person, via phone, and through digital collaboration tools (Outlook, Teams).
• Mobility: Movement around the office to access printers, supplies and meeting rooms.

Workplace Safety & Policies

• Safety Standards: Adherence to standard indoor safety and building emergency procedures.
• Dress Code: Office dress code requirements - business casual