Administrative Assistant – Chicago

Hoerr Schaudt; Chicago, Northern (IL, KY); Hybrid; USD 50,000 - 62,000; Full time

Benefits offered by this job

Health benefits

Paid time off

401(k)

Parking provided

Cell phone stipend

Job summary

Hoerr Schaudt is seeking an organized administrative professional with a minimum of three years’ experience in a fast-paced office. You will manage calendars, coordinate travel, handle expense reporting, and support workflow efficiency while thriving in a collaborative team environment.

This in-office role requires strong record-keeping, problem-solving, and exceptional communication with internal teams and clients. Opportunities for professional growth are offered within the Administrative Team.

Qualifications

• Minimum three years of administrative experience in a fast-paced setting.
• Strong calendar management, travel coordination, and expense reporting skills.
• Detail-oriented with excellent record-keeping and problem-solving abilities.
• Excellent written and verbal communication; able to work with internal teams and clients.
• Office in-office role with the Administrative Team; collaborative environment.

Responsibilities

• Schedule routine meetings, invitations, reminders, and room bookings.
• Coordinate Zoom/Teams links and meeting logistics.
• Arrange travel itineraries and changes; prepare expense reports and receipts.
• Format documents, presentations, and proposals; handle document distribution.
• Maintain files, CRM/ERP updates, and routine data entry and reporting.
• Manage supplies and new hire equipment; support general office tasks.
• Prepare time sheets and assist quarterly reporting.
• Stay updated on administrative tools and industry trends.

Skills

Calendar management

Travel coordination

Expense reporting

Workflow optimization

Detail orientation

MS Office 365

Team collaboration

Verbal communication

Written communication

Education

Associate or bachelor’s degree

Tools

RAMP

Deltek Vantagepoint

Job description

We’re looking for an individual with a minimum of three years’ administrative experience working in a fast-paced environment who is skilled in calendar management, travel coordination, expense reporting, and supporting workflow and procedural efficiency. The successful candidate will be highly organized, have a passion for details, record-keeping and problem solving, and thrive in a team setting. This role is also member of the Administrative Team and is fully in the office.

Role Responsibilities:

Administrative Support

• Schedule routine meetings, send invitations and reminders, reserve rooms, and coordinate Zoom/Teams links
• Manage meeting and event logistics, including catering, materials, and registrations
• Book routine travel, maintain itineraries, and process travel changes
• Prepare expense reports; collect receipts and supporting documentation
• Format documents, presentations, and draft proposals
• Print, scan, copy, distribute, upload, mail, and ship documents and materials
• Maintain shared folders, files, and administrative records
• Perform routine data entry and simple reporting, including contact and CRM/ERP updates
• Manage supplies and new hire equipment disbursement
• Provide general office and administrative support
• Coordinate and host quarterly and simple reporting including contact and CRM/ERP updates
• Manage supplies and new hire equipment disbursement
• Provide general office and administrative support
• Coordinate and host quarterly Project Sharing cross-company presentations
• Prepare time sheets
• Stay updated on industry trends and administrative tools to enhance job performance.

Skills and Qualifications:

• Mastery of Microsoft Office 365. Experience with RAMP and Deltek Vantagepoint a bonus, but not required.
• Excellent organizational skills and love of problem solving
• Energetic attitude and ability to work well within a team and a hands-on, strategic environment.
• Expert in written and verbal communication skills, particularly with internal team members
• Decision-making skills to work autonomously and manage specific tasks
• Communication and collaboration skills to support personnel, management and clients
• Writing skills to ensure emails and documents and uphold the brand identity
• Calendar and schedule management skills
• Knowledge of office procedures and equipment
• Familiarity with internal and external customer service principles
• Ability to handle confidential information responsibly
• Associate or bachelor’s degree

What We Offer:

• Competitive salary and benefits package
• Please see a list of our benefits on our careers page
• Opportunities for professional development and career growth.
• Collaborative and supportive work environment.

Additional Information:

• Work Environment:Monday through Friday 8:30-5:30 with an hour for lunch/breaks.
• Benefits:Health benefits, paid time off, 401(k), to/from office commute paid, or parking provided, cell phone stipend and opportunities for career growth within a dynamic and expanding company.
• Salary:Range is $50,000-62,000 plus company bonus opportunity; the offer will be based on experience, skills and background in similar positions.

Workplace Safety & Policies

• Safety Standards: Adherence to standard indoor safety and building emergency procedures.
• Dress Code: Office dress code requirements - business casual