Administrative Assistant

Oakbrook Corporation; Madison (WI); On-site; USD 45,000 - 60,000; Full time

Job summary

Oakbrook Corporation in Madison, WI is seeking an experienced Administrative Assistant to support executive leadership and financial reporting processes. You will handle banking administration, insurance documentation, records management, and company-wide administrative operations, ensuring details don’t fall through the cracks.

The role emphasizes organization, multi-tasking, and reliable coordination with internal teams.

Qualifications

• Associate degree or equivalent combination of education and experience.
• Experience in administrative support, office administration, executive support, accounting support, or banking.
• Strong proficiency with Microsoft Office, including Outlook, Word, and Excel.
• Excellent organizational skills with exceptional attention to detail.
• Ability to manage multiple deadlines and priorities simultaneously.

Responsibilities

• Coordinate the distribution of monthly financial statements and reports to investors, lenders, ownership groups, and property operations teams.
• Assist accountants in resolving bank corrections, requesting deposit detail, making deposits, and initiating funds transfers.
• Manage corporate banking relationships, including opening/closing accounts and maintaining records.
• Administer corporate credit card programs, including new requests and account maintenance.
• Distribute bank statements, loan notices, and financial documents to accounting staff.
• Maintain confidential corporate records and tax returns, including audited statements.
• Coordinate document storage, retention, and shredding for on-site and off-site records.
• Assist with insurance administration, renewals, certificates of insurance, and incident reporting.
• Prepare correspondence and documents for executive review and signature.
• Provide administrative support to the President and Corporate Leadership Team.
• Distribute audited financial reports and tax returns to comply with agency deadlines.
• Assist with front desk coverage during planned absences and support special projects.

Skills

Administrative experience

Attention to detail

Time management

Discretion

Education

Associate degree or equivalent

Tools

Microsoft Office

Outlook

Word

Excel

Job description

Oakbrook Corporation is seeking an experienced Administrative Assistant to join our corporate office in Madison, WI. This position plays a critical role in supporting executive leadership, financial reporting processes, banking administration, insurance documentation, records management, and company-wide administrative operations.

If you are someone who enjoys keeping things organized, managing multiple priorities, and being the person others rely on to ensure important details don't fall through the cracks, we want to hear from you.

Primary Responsibilities

• Coordinating the distribution of monthly financial statements, rent rolls, and reports to investors, lenders, ownership groups, and property operations teams.
• Assist accountants in resolving bank corrections, requesting deposit detail, making deposits, initiating funds transfers, etc.
• Managing corporate banking relationships, including opening and closing accounts, maintaining account records, updating signature cards, and ordering bank supplies.
• Administering company credit card programs, including new card requests, account maintenance, and closures.
• Downloading and distributing bank statements, loan notices, and financial documents to accounting staff.
• Maintaining confidential corporate records, permanent files, tax returns, audited financial statements, and other executive documents.
• Coordinating document storage, retrieval, retention, and shredding schedules for both on-site and off-site records.
• Assisting with insurance administration, annual renewals, certificates of insurance, and incident reporting.
• Preparing correspondence, reports, and documents for executive review and signature.
• Providing administrative support to the President and Corporate Leadership Team.
• Responsible for yearly distribution of audited financial reports and tax returns in order to comply with agency deadlines.
• Delegated administrator for access to WHEDA's nonpublic online application for disbursement requests from various replacement reserve accounts.
• Assisting with front desk coverage during planned absences.
• Supporting special projects and other administrative initiatives as assigned.

Qualifications

• Associate degree or equivalent combination of education and experience.
• Previous administrative support, office administration, executive support, accounting support, or banking experience.
• Strong proficiency with Microsoft Office, including Outlook, Word, and Excel.
• Excellent organizational skills with exceptional attention to detail.
• Ability to manage multiple deadlines and priorities simultaneously.
• Strong written and verbal communication skills.
• Ability to maintain confidentiality and exercise discretion when handling sensitive information.
• Self-starter who can work independently while also collaborating effectively with team members.

Why Oakbrook?

For nearly four decades, Oakbrook Corporation has been helping individuals, families, and businesses find places to call home through exceptional real estate services across Wisconsin and Illinois. Our employees enjoy a collaborative culture where relationships matter, successes are celebrated, and work-life balance is encouraged. Whether you're supporting executive leadership, assisting internal teams, or contributing to important company initiatives, your work will play a meaningful role in the continued success of a company committed to building strong communities and enduring partnerships.