Administrative Assistant

Mack & Associates, Ltd.; Chicago (IL); On-site; USD 65,000 - 80,000; Full time

Job summary

A financial services company in Chicago is seeking a highly organized Administrative Assistant to support a team of investment professionals. This fully in-person role offers a salary range of $65,000–$80,000 and is critical for ensuring efficient team operations. The ideal candidate has over 2 years of experience, excels in multitasking, and possesses strong organizational and communication skills. Proficiency in Microsoft Office is essential for managing calendars and logistics in this fast-paced environment.

Qualifications

• 2+ years of experience in an administrative or similar support role.
• Strong organizational and time management skills with the ability to handle multiple priorities.
• Proficiency in Microsoft Office Suite (Outlook, Excel, Word, PowerPoint).

Responsibilities

• Coordinate and manage complex calendars.
• Organize and oversee conference logistics.
• Arrange and manage travel plans.
• Prepare materials for meetings and conferences.
• Support multiple sector teams by prioritizing administrative needs.
• Track conference attendance and adjust travel plans.
• Serve as a central point of coordination for the team.
• Assist with additional administrative tasks.

Skills

Organizational skills

Time management

Communication skills

Proficiency in Microsoft Office Suite

Problem-solving skills

Job description

A Financial services company in Chicago is seeking a highly organized and detail-oriented Administrative Assistant to support a team of investment professionals. This fully in-person role offers a salary range of $65,000–$80,000 and plays a critical part in ensuring the day-to-day operations of the team run smoothly and efficiently. This position supports Portfolio Managers and Analysts across multiple sector teams and is ideal for someone who thrives in a fast-paced environment, enjoys multitasking, and takes pride in keeping teams organized, prepared, and operating at a high level.

Key Responsibilities of the Administrative Assistant:

• Coordinate and manage complex calendars, including scheduling analyst calls, internal meetings, and external engagements
• Organize and oversee conference logistics, including registration, scheduling meetings, and preparing detailed itineraries
• Arrange and manage travel plans, including flights, hotels, and transportation, ensuring alignment with conference schedules and individual preferences
• Prepare materials for meetings and conferences, including pulling, organizing, and printing financial models and reports as needed
• Support multiple sector teams by prioritizing administrative needs and ensuring seamless day-to-day operations
• Track conference attendance and adjust travel plans based on evolving schedules and team needs
• Serve as a central point of coordination for the team, maintaining clear communication and execution across all moving parts
• Assist with additional administrative tasks to support Portfolio Managers, Analysts, and overall team productivity

Qualifications of the Administrative Assistant:

• 2+ years of experience in an administrative, executive assistant, or similar support role
• Strong organizational and time management skills with the ability to handle multiple priorities
• High attention to detail, especially when managing scheduling, travel logistics, and documentation
• Excellent written and verbal communication skills
• Proficiency in Microsoft Office Suite (Outlook, Excel, Word, PowerPoint)
• Ability to thrive in a fast-paced, team-oriented environment
• Proactive mindset with strong problem-solving skills
• Professionalism and discretion when handling sensitive information