Administrative Assistant

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: 

• 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   
• Track routine administrative deadlines   
• 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  
• Track routine administrative deadlines  
• 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  

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.  

Working Conditions: 

• Work Location: Full-time on-site in the Chicago office. 
• Desk Setup: Assigned desk with standard lighting and climate control. 
• Computer Use: Extended periods spent sitting at a desk and looking at a computer monitor. A laptop computer and large desktop monitor is provided. 
• Communication: Regular interaction with team members in person, via phone, and through digital collaboration tools (Outlook, Teams). 
• Mobility: Movement around the office to access printers, supplies and meeting rooms. 

Workplace Safety & Policies 

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

How to Apply:   

Do not submit on LinkedIn. Please submit your resume and a cover letter outlining your relevant experience to our Director of Human Resources, Meg Graham at mgraham@hoerrschaudt.com