Administrative Assistant/AI Coordinator

Mack & Associates, Ltd.; Chicago (IL); On-site; USD 80,000 - 90,000; Full time

Benefits offered by this job

Medical benefits

Dental benefits

Vision benefits

401(k) plan

Paid time off

Job summary

A private investment firm is seeking a highly organized Administrative Assistant/AI Coordinator to provide comprehensive administrative support and manage digital systems. The successful candidate will work closely with executive leadership to enhance communication, develop analytical reports, and streamline processes. Applicants should have 3–5 years of relevant experience, advanced skills in Microsoft Office, and familiarity with tools like Power BI. This full-time position offers a competitive salary and benefits package.

Qualifications

• 3–5 years of experience in an administrative or operational role.
• Demonstrated technical aptitude with the ability to learn new systems.
• Exceptional attention to detail and ability to manage multiple tasks.

Responsibilities

• Manage executive priorities and enhance communication.
• Oversee digital systems for optimal performance and integration.
• Develop dashboards for data-informed decision-making.

Skills

Organizational skills

Communication skills

Technical aptitude

Analytical thinking

Adaptability

Self-motivation

Education

Bachelor’s degree or equivalent experience

Tools

Microsoft Office Suite

Power BI

Yardi

REBA

Deal Cloud

Job description

A private investment firm in Chicago is seeking a highly organized and technologically proficient Administrative Assistant/AI Coordinator to join its team. This position offers a competitive salary of $80,000–$90,000 and the opportunity to work directly with the firm’s top leadership. The role combines digital systems management with comprehensive administrative support, contributing to the firm’s commitment to operational excellence, organization, and innovation. The successful candidate will be technologically adept, intellectually curious, confident, and composed, with the ability to thrive in a fast-paced, professional environment. This full-time position offers a comprehensive benefits package, including medical, dental, vision, 401(k), and paid time off.

Key Responsibilities of the Administrative Assistant/AI Coordinator:

• Partner with executive leadership to manage priorities, enhance communication, and coordinate strategic initiatives across the organization.
• Oversee the firm’s digital systems and platforms, ensuring optimal performance, integration, and utilization.
• Develop and maintain dashboards and analytical reports to support data-informed decision-making by senior leadership.
• Identify opportunities to streamline processes and implement technology-driven solutions that improve efficiency and accuracy.
• Support the implementation and maintenance of software systems, including CRMs, business intelligence tools, and data management applications.
• Serve as a liaison between internal teams and external technology vendors, managing system updates, troubleshooting, and ongoing enhancements.
• Manage confidential information with discretion and a high degree of professionalism.
• Provide executive-level administrative assistance, including calendar management, travel coordination, meeting preparation, and document organization.
• Assist with onboarding new team members and ensure proper setup of digital tools and systems.
• Contribute to continuous improvement efforts by identifying new opportunities to strengthen the firm’s digital infrastructure and operational processes.

Qualifications of the Administrative Assistant/AI Coordinator:

• 3–5 years of experience in an administrative, operational, or digital support role within a corporate or professional services environment.
• Demonstrated technical aptitude with the ability to learn and adapt to new systems efficiently.
• Experience with Power BI, Yardi, and/or REBA preferred; familiarity with other CRM or business intelligence platforms is advantageous. Experience with Deal Cloud is preferred.
• Advanced proficiency in Microsoft Office Suite, particularly Excel and Outlook.
• Exceptional organizational skills with strong attention to detail and the ability to manage multiple priorities effectively.
• Excellent verbal and written communication skills with the confidence to interact professionally with senior executives and colleagues at all levels.
• Self-motivated and proactive, with the ability to anticipate needs, propose solutions, and take ownership of deliverables.
• Professional demeanor with patience, adaptability, and sound judgment when working with diverse personalities.
• Strong analytical thinking and a disciplined approach to time management, planning, and documentation.
• Bachelor’s degree preferred, or equivalent combination of education and relevant experience.