Contract Administrative Assistant

The Chicago Hire Company; Chicago (IL); On-site; USD 34,000 - 48,000; Part time

Job summary

The Chicago Hire Company client, a mission-driven financial services organization in Downtown Chicago, seeks an experienced Part-Time Contract Executive Admin to provide part-time administrative and operational support during a maternity leave.

This is a great fit for a detail-oriented, self-sufficient administrative professional who enjoys working with executives and Board members in a small, professional team environment.

Qualifications

• 5+ years in an administrative or executive support role.
• Proficiency with Microsoft Office Suite and Adobe Acrobat.
• Experience with scheduling and/or survey platforms preferred.
• Ability to manage dynamic priorities in a part-time schedule.
• Discretion, proactivity, and problem-solving mindset in independent work.

Responsibilities

• Support the Executive Director with recurring administrative tasks including document preparation, formatting, redlines, signature routing, and other projects as needed.
• Coordinate Board and committee meetings, including scheduling, electronic Board book/agenda preparation, meeting materials, communications, and logistics.
• Process and reconcile Board and executive expense reports, maintain detailed tracking, and support light AP administration.
• Support annual audit preparation by gathering and organizing documentation.
• Assist with general office operations, including mail, facilities requests, vendors, supplies, and organizational projects.
• Maintain organized records, spreadsheets, templates, and documentation across multiple systems, including ongoing SharePoint projects.
• Communicate professionally with Board members, outside counsel, vendors, and internal stakeholders.

Skills

Executive support

Administrative experience

Microsoft Office

Adobe Acrobat

Scheduling

SharePoint

Communication

Detail orientation

Accounts payable

Job description

Our client, a mission-driven financial services organization in Downtown Chicago, is seeking an experienced Part-Time Contract Executive Admin to provide part-time administrative and operational support during a maternity leave. This is a great opportunity for a detail-oriented, self-sufficient administrative professional who enjoys working with executives and Board members in a small, professional team environment.

Responsibilities

• Support the Executive Director with recurring administrative tasks including document preparation, formatting, redlines, signature routing, and other projects as needed
• Coordinate Board and committee meetings, including scheduling, electronic Board book/agenda preparation, meeting materials, communications, and logistics.
• Process and reconcile Board and executive expense reports, maintain detailed tracking, and support light AP administration.
• Support annual audit preparation by gathering and organizing documentation.
• Assist with general office operations, including mail, facilities requests, vendors, supplies, and organizational projects.
• Maintain organized records, spreadsheets, templates, and documentation across multiple systems, including ongoing SharePoint projects.
• Communicate professionally with Board members, outside counsel, vendors, and internal stakeholders.

Requirements:

• 5+ years in an administrative or executive support role required.
• Experience with accounts payable, reimbursements, and/or document management preferred.
• Proficiency with Microsoft Office Suite and Adobe Acrobat required; experience with scheduling and/or survey platforms preferred.
• Proven ability to manage dynamic priorities to a high level of detail within a part-time schedule.
• A solution-oriented mindset coupled with proactivity and discretion when working independently.
• An adaptable work ethic coupled alongside outstanding communication and quick learning.