Administrative Assistant

Beacon Hill; Chicago (IL); On-site; USD 52,000 - 64,000; Full time

Job summary

Beacon Hill is seeking an Administrative Assistant to support a senior team in a fast-paced financial environment in Chicago. The role emphasizes calendar coordination, travel arrangements, and high-level client relations with discretion and professionalism.

Candidates should have 3–5+ years in professional services admin, strong MS Office (Outlook), superb organization, and the ability to multitask across multiple offices.

Qualifications

• 3-5+ years in professional services administrative experience supporting senior teams.
• Strong Microsoft Office skills, especially Outlook.
• Excellent organization, communication, and problem-solving abilities.
• High level of professionalism, discretion, and attention to detail.
• Ability to multitask, prioritize, and work independently in a fast-paced setting.
• Finance industry experience is required.

Responsibilities

• Manage complex calendars, scheduling, and travel arrangements.
• Build and maintain strong relationships with clients, internal partners, and leadership.
• Handle multiple projects simultaneously, ensuring timely follow-up and execution.
• Prepare correspondence, reports, and expense reports.
• Support day-to-day office operations (front desk, supplies, catering, conference rooms).
• Coordinate with building management and security, including guest registration.
• Provide administrative support to investment teams and leadership across multiple offices.
• Assist with presentations, event planning, and general office management.

Skills

Calendar management

Client relations

Multitasking

Discretion

Communication

Tools

Outlook

Microsoft Office

Job description

Our client, a financial firm is looking to hire an Administrative Assistant who is organized and a proactive professional to support a senior team in a fast-paced environment. This role requires exceptional calendar and travel coordination, strong client relationship skills, and the ability to manage multiple priorities with professionalism and discretion.

Key Responsibilities

• Manage complex calendars, scheduling, and travel arrangements
• Build and maintain strong relationships with clients, internal partners, and leadership
• Handle multiple projects simultaneously, ensuring timely follow-up and execution
• Prepare correspondence, reports, and expense reports
• Support day-to-day office operations (front desk, supplies, catering, conference rooms)
• Coordinate with building management and security, including guest registration
• Provide administrative support to investment teams and leadership across multiple offices
• Assist with presentations, event planning, and general office management

Qualifications

• 3-5+ years of professional services administrative experience supporting senior-level teams
• Strong Microsoft Office skills, especially Outlook (calendar + email)
• Excellent organization, communication, and problem-solving abilities
• High level of professionalism, discretion, and attention to detail
• Ability to multitask, prioritize, and work independently in a fast-paced setting
• Finance industry experience is required

Beacon Hill is an equal opportunity employer and individuals with disabilities and/or protected veterans are encouraged to apply.

California residents:

Qualified applications with arrest or conviction records will be considered for employment in accordance with the Los Angeles County Fair Chance Ordinance for Employers and the California Fair Chance Act.

Completion of this form is voluntary and will not affect your opportunity for employment, or the terms or conditions of your employment. This form will be used for reporting purposes only and will be kept separate from all other records.

Benefits Information:

Beacon Hill offers a robust benefit package including, but not limited to, medical, dental, vision, and federal and state leave programs as required by applicable agency regulations to those that meet eligibility. Upon successfully being hired, details will be provided related to our benefit offerings.