Executive Administrative Assistant

Addison Group; Chicago (IL); Hybrid; USD 36,000 - 41,000; Full time

Benefits offered by this job

Medical insurance

Dental insurance

Vision insurance

401(k)

Job summary

Addison Group is seeking a highly organized Executive Assistant / Administrative Assistant in Chicago's Fulton Market for a temporary assignment of about 3 months. You will support senior leadership, manage calendars, travel, and meetings while handling expense reporting and office operations.

The role requires strong MS Office skills, excellent communication, and the ability to prioritize across time zones.

Qualifications

• Previous experience as an Executive Assistant or Administrative Assistant.
• Experience supporting senior executives or leadership teams.
• Strong calendar management across multiple time zones.
• Experience arranging domestic and international business travel.
• Proficiency in preparing and processing expense reports.
• Proficient with Microsoft Office Suite: Outlook, Excel, PowerPoint, Teams.
• Experience coordinating leadership meetings or large onsite events.
• Excellent written and verbal communication skills.
• Outstanding organizational abilities and attention to detail.
• Ability to manage competing priorities and adapt to changes.
• Professional, proactive approach to executive support.
• Strong interpersonal skills with multiple stakeholders.
• Marketing/advertising/creative agency experience a plus.
• Approximately 30–40 hours per week; some weeks fewer.
• Hybrid schedule with at least 2 days onsite weekly.
• Located in Chicago's Fulton Market neighborhood.

Responsibilities

• Provide daily administrative assistance to multiple senior-level executives.
• Coordinate executive schedules, appointments, and business commitments.
• Manage incoming requests and prioritize deadlines for efficient operations.
• Maintain organized records, communications, and documentation.
• Assist with preparing presentations, business correspondence, and materials.
• Support additional office and administrative projects as needed.
• Oversee busy calendars and arrange domestic and international meetings.
• Coordinate conference calls and virtual meetings across time zones.
• Organize travel arrangements, including transportation and lodging.
• Provide ongoing travel support and itinerary changes.
• Prepare, submit, and track expense reports; process purchase orders and timesheets.
• Maintain expense records and timely submissions.
• Coordinate gifts, deliveries, and other miscellaneous purchases.
• Maintain distribution lists and internal administrative systems.
• Organize leadership meetings, team gatherings, and large onsite events.
• Coordinate meeting logistics: rooms, catering, visitors, and materials.
• Support executive meetings with multiple stakeholders and attendees.
• Maintain MS Teams sites and shared resources for designated departments.
• Ensure meeting spaces and technology are ready, onsite.
• Provide onsite support during leadership meetings and events.

Skills

Calendar management

Travel coordination

Expense reporting

Communication

Organizational skills

Stakeholder management

Tools

Microsoft Office

Outlook

Excel

PowerPoint

Teams

Job description

Job Title: Executive Assistant / Administrative Assistant

Location: Chicago, IL – Fulton Market

Assignment Type: Temporary Contract – Approximately 3 Months

Pay: $26 – $30 / Hour

Work Schedule: Monday–Friday, 8:00 AM–5:00 PM CST, approximately 30–40 hours per week. Hybrid schedule requiring a minimum of 2 days onsite weekly, with additional onsite days as needed for leadership meetings and events.

Benefits: This position is eligible for medical, dental, vision, and 401(k).

About The Company:

Our client is an established creative marketing and advertising organization specializing in brand strategy, customer engagement, and innovative marketing solutions. The company combines creative thinking, technology, and strategic expertise to deliver impactful experiences for its clients.

Job Description:

We are seeking a highly organized and proactive Executive Assistant / Administrative Assistant to provide comprehensive administrative support to senior leadership during a temporary assignment.

This individual will be responsible for managing complex calendars, coordinating domestic and international travel, processing expense reports, and organizing leadership meetings and onsite events. The ideal candidate is detail-oriented, adaptable, and comfortable managing multiple priorities while ensuring executives remain organized and focused on business objectives.

This position requires strong communication skills, proficiency in Microsoft Office, and the ability to anticipate administrative needs in a dynamic, professional environment.

Key Responsibilities:

Executive & Administrative Support

• Provide daily administrative assistance to multiple senior-level executives.
• Coordinate executive schedules, appointments, and business commitments.
• Manage incoming requests and prioritize competing deadlines to ensure efficient daily operations.
• Maintain organized records, communications, and administrative documentation.
• Assist with preparing presentations, business correspondence, and other materials as needed.
• Support additional office and administrative projects based on business needs.

Calendar & Travel Management

• Oversee busy executive calendars, including scheduling domestic and international meetings.
• Arrange conference calls, virtual meetings, and appointments across multiple time zones.
• Identify scheduling conflicts and proactively coordinate adjustments.
• Organize domestic and international travel arrangements, including transportation, accommodations, and itinerary planning.
• Provide ongoing travel support and assist with itinerary changes as needed.

Expense & Administrative Processing

• Prepare, submit, and track executive expense reports.
• Process purchase orders, timesheets, and other routine administrative documentation.
• Maintain accurate expense records and ensure timely submission of required information.
• Coordinate miscellaneous purchases, deliveries, and employee or client gifts.
• Assist with maintaining distribution lists and internal administrative systems.

Meeting & Event Coordination

• Organize leadership meetings, team gatherings, and large onsite events.
• Coordinate meeting logistics, including room reservations, catering, visitor arrangements, and presentation materials.
• Assist with planning and executing executive meetings involving multiple stakeholders.
• Maintain Microsoft Teams sites and shared resources for designated departments.
• Ensure meeting spaces, materials, and technology are prepared in advance.
• Provide onsite administrative support during leadership meetings and special events.

Qualifications:

• Previous experience as an Executive Assistant, Administrative Assistant, or in a comparable administrative support position.
• Demonstrated experience supporting senior executives or leadership teams.
• Strong background managing complex calendars and coordinating meetings across multiple time zones.
• Experience arranging domestic and international business travel.
• Proficiency in preparing and processing expense reports.
• Strong working knowledge of Microsoft Office Suite, particularly Outlook, Excel, PowerPoint, and Teams.
• Experience coordinating leadership meetings, corporate events, or large onsite gatherings.
• Excellent written and verbal communication skills.
• Exceptional organizational abilities and attention to detail.
• Ability to manage competing priorities and adapt to changing schedules.
• Professional, resourceful, and proactive approach to executive support.
• Strong interpersonal skills and ability to work effectively with multiple stakeholders.
• Previous experience within a marketing, advertising, creative agency, or professional services environment is a plus.
• Approximately 30–40 hours per week, with some weeks requiring fewer hours.
• Hybrid schedule with a minimum of 2 days onsite per week.
• Located in Chicago's Fulton Market neighborhood.
• Hybrid work flexibility.
• Beautiful, newly designed office space with modern amenities.
• Opportunity to work directly with senior leadership.
• Exposure to a creative, collaborative marketing and advertising environment.
• Variety of responsibilities across executive support, travel coordination, and event planning.

Addison Group is an Equal Opportunity Employer. Addison Group provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, gender, sexual orientation, national origin, age, disability, genetic information, marital status, amnesty, or status as a covered veteran in accordance with applicable federal, state and local laws. Addison Group complies with applicable state and local laws governing non-discrimination in employment in every location in which the company has facilities. Reasonable accommodation is available for qualified individuals with disabilities, upon request.