Program Administrative Assistant, Chicago, IL (Hybrid) Temporary

THE LARKO GROUP; Chicago (IL); Hybrid; USD 45,000 - 60,000; Full time

Benefits offered by this job

Hybrid work model

Temporary assignment

Job summary

THE LARKO GROUP in Chicago, IL seeks a Program Administrative Assistant (Hybrid, Temporary) to support global engagement, community partnerships, and economic development by coordinating programs, events, and strategic initiatives.

The ideal candidate is highly organized, detail-oriented, and capable of managing diverse priorities, budgets, and travel logistics while collaborating with senior leadership and external partners.

Qualifications

• 2–4 years of experience in program coordination, project management, or event planning.
• Strong organizational and time-management skills.
• Excellent written and verbal communication.

Responsibilities

• Support committees, working groups, and external partners.
• Plan and manage a diverse portfolio of events and programs.
• Develop and track budgets for projects and programs.
• Coordinate domestic/international delegation itineraries.
• Serve as liaison to government representatives and external stakeholders.
• Support fundraising, marketing, and communications logistics.
• Prepare reports, presentations, and briefing materials.

Skills

Program coordination

Project management

Event planning

Budget tracking

Stakeholder communication

Tools

Microsoft Office

Job description

Program Administrative Assistant, Chicago, IL (Hybrid) Temporary

The Program Administrative Assistant supports a range of strategic initiatives focused on global engagement, community partnerships, and economic development. This position balances program coordination, event execution, project management, and administrative support across multiple priorities and stakeholders.

The ideal candidate is highly organized, detail-oriented, and adaptable, with the ability to manage complex logistics, support senior leadership, build strong relationships, and execute initiatives across international, civic, and economic development efforts.

Responsibilities

• Support the organization’s key initiatives, programs, and strategic events.
• Provide coordination and administrative support to committees, working groups, and external partners.
• Lead and project manage a diverse portfolio of events, programs, and international exchanges across business, culture, education, and government.
• Develop, manage, and track budgets for projects, programs, and committees.
• Coordinate domestic/international delegation itineraries in collaboration with public- and private-sector partners.
• Serve as a key liaison to government representatives, diplomatic partners, community leaders, and other external stakeholders.
• Collaborate with internal teams on fundraising, marketing, communications, and event logistics.
• Represent the organization at events, meetings, and external engagements.
• Maintain partner databases and prepare reports, correspondence, presentations, and briefing materials.
• Provide administrative support across Finance, HR, Development, and other organizational functions.
• Manage expense reporting, financial tracking, and documentation related to travel, meetings, programs, and partnerships.
• Support grant and program reporting by tracking metrics, outcomes, timelines, and deliverables.
• Coordinate and execute event planning and logistics for organizational convenings, meetings, and stakeholder engagements.
• Plan and manage travel logistics, itineraries, and scheduling for senior leadership and visiting delegations.
• Assist in preparing presentations, briefing materials, and other resources to support stakeholder and partner engagement.
• Maintain organized records of agreements, partnerships, program materials, and other key documentation.
• Support cross-functional coordination to ensure initiatives are aligned with broader organizational priorities.

Ideal Experience

• 2–4 years of experience in program coordination, project management, event planning, or a related field.
• Strong organizational and time management skills, able to balance multiple projects and competing priorities.
• Exceptional attention to detail, particularly when managing budgets, reporting, scheduling, and event logistics.
• Strong written and verbal communication skills, with the ability to build positive relationships with senior leaders, partners, and external stakeholders.
• Ability to take initiative, work independently, and collaborate effectively in a fast-paced, team-oriented environment.
• Proficiency in Microsoft Office, Word, Excel, and PowerPoint; familiarity with CRM or database systems is a plus.
• Demonstrated ability to handle confidential and sensitive information with discretion and professionalism.
• Flexibility to work occasional early mornings, evenings, and weekends based on business and event needs.
• Interest in community engagement, global affairs, economic development, and building relationships across diverse organizations and sectors.