Administrative Assistant

Heidner-Property-Management-Company; Hoffman Estates (IL); On-site; USD 35,000 - 48,000; Full time

Job summary

Heidner Property Management is seeking a highly organized Administrative Assistant to join our team, providing comprehensive administrative support while assisting our Corporate Attorney with annual corporate filings and compliance projects.

The ideal candidate thrives in a fast-paced environment, manages multiple priorities, and prides themselves on accuracy and follow-through. No prior legal experience is required; training will be provided.

Qualifications

• Excellent attention to detail with a strong commitment to accuracy.
• Highly organized with the ability to manage multiple tasks and priorities simultaneously.
• Ability to work effectively in a fast-paced environment with changing priorities and deadlines.
• Professional, polished, and approachable demeanor.
• Strong written and verbal communication skills.
• Excellent follow-through and the ability to take initiative and work independently.
• Strong computer skills and proficiency with Microsoft Office.
• Comfortable using Zoom and other virtual meeting platforms to set up for meetings.
• Ability to handle confidential and sensitive information with discretion.
• Strong interpersonal skills and the ability to interact professionally with employees, executives, guests, attorneys, and outside professionals.

Responsibilities

• Provide day-to-day administrative support to the office and management team.
• Professionally greet and assist guests, visitors, and business partners.
• Order, organize, and maintain office supplies and inventory.
• Maintain accurate and organized electronic and physical files.
• Assist with document preparation, scanning, copying, filing, and other general office duties.
• Coordinate and prepare conference rooms for meetings and presentations.
• Set up and assist with Zoom and other virtual meetings, including ensuring all necessary technology and materials are ready prior to meetings.
• Assist with scheduling, correspondence, and special projects as needed.
• Provide support for executive and corporate meetings and other company events.

Skills

Attention to detail

Organization

Written & verbal communication

Time management

Discretion with confidential info

Interpersonal skills

Independence

Microsoft Office

Administrative support

multitasking

Tools

Zoom

Microsoft Office

Job description

Heidner Property Management is seeking a highly organized, detail-oriented, professional Administrative Assistant to join our team. This position will provide comprehensive administrative support while also assisting our Corporate Attorney with annual corporate filings and other legal and compliance-related projects.

The ideal candidate is someone who thrives in a fast-paced, high-profile environment, can confidently manage multiple priorities, and takes great pride in accuracy, organization, and follow-through. This role is well suited for an individual who is proactive, dependable, and eager to learn new responsibilities.

Key Responsibilities

Administrative Support

• Provide day-to-day administrative support to the office and management team.
• Professionally greet and assist guests, visitors, and business partners.
• Order, organize, and maintain office supplies and inventory.
• Maintain accurate and organized electronic and physical files.
• Assist with document preparation, scanning, copying, filing, and other general office duties.
• Coordinate and prepare conference rooms for meetings and presentations.
• Set up and assist with Zoom and other virtual meetings, including ensuring all necessary technology and materials are ready prior to meetings.
• Assist with scheduling, correspondence, and special projects as needed.
• Provide support for executive and corporate meetings and other company events.

Corporate & Legal Administrative Support

• Assist the Corporate Attorney with annual Articles of Incorporation and other corporate and annual legal filings.
• Help gather, organize, and maintain information and documentation needed for annual filings and corporate compliance.
• Track important filing deadlines and assist with ensuring documents are prepared and submitted accurately and on time.
• Maintain organized records of corporate documents, filings, and related correspondence.
• Assist with research, document organization, and other administrative tasks related to corporate and legal projects.
• Provide support on confidential, time-sensitive, and high-profile projects as directed by the Corporate Attorney and management team.
• Drop off bank deposits when requested.

No prior legal experience is required. Training will be provided to the successful candidate regarding the corporate and legal filing responsibilities of the position.

Qualifications

• Excellent attention to detail with a strong commitment to accuracy.
• Highly organized with the ability to manage multiple tasks and priorities simultaneously.
• Ability to work effectively in a fast-paced environment with changing priorities and deadlines.
• Professional, polished, and approachable demeanor.
• Strong written and verbal communication skills.
• Excellent follow-through and the ability to take initiative and work independently.
• Strong computer skills and proficiency with Microsoft Office.
• Comfortable using Zoom and other virtual meeting platforms to set up for meetings.
• Ability to handle confidential and sensitive information with discretion.
• Strong interpersonal skills and the ability to interact professionally with employees, executives, guests, attorneys, and outside professionals.
• Previous administrative or office experience preferred.
• Legal experience is not required. An interest in learning corporate and legal administrative processes is a plus.
• Must have a valid driver’s license and proof of insurance at all times.

What We're Looking For

The ideal candidate is a reliable, detail-oriented, and highly organized professional who takes ownership of their responsibilities. You should be comfortable juggling routine administrative duties alongside important, time-sensitive projects and understand that even small details can have a significant impact.

This is an excellent opportunity for someone who enjoys a varied role, wants to expand their professional skills, and is interested in gaining exposure to corporate operations, legal filings, and high-level business projects while working in a dynamic environment at Heidner Property Management.

Position Type

Full-Time, in office. No remote work available.