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    Executive Assistant Office Manager - Chicago, United States - The Larko Group

    The Larko Group
    The Larko Group Chicago, United States

    3 weeks ago

    Default job background
    Accounting / Finance
    Description

    Our client is a distinguished boutique financial services firm in the East Loop area. They are actively seeking an accomplished Executive Assistant to join their team. This opportunity is unparalleled if you excel in dynamic environments and value collaboration with dedicated professionals committed to delivering exceptional work and client service within a close-knit culture.

    Responsibilities

    • Greet visitors and vendors warmly, ensuring they feel welcome and attended to.
    • Professionally manage incoming calls, directing them to the appropriate personnel or taking messages as needed.
    • Efficiently schedule appointments and meetings, coordinating with various stakeholders.
    • Take charge of planning and organizing events and conferences.
    • Coordinate venues, catering services, transportation arrangements, and audiovisual equipment setup.
    • Establish and maintain an efficient electronic filing system for documents and records.
    • Regularly update and organize the database to ensure accuracy and accessibility of information.
    • Manage incoming and outgoing mail, and arrange for messenger services and overnight deliveries as necessary.
    • Ensure documents are properly categorized, tagged, and accessible to authorized users.
    • Maintain and update calendars for key personnel, including scheduling meetings, appointments, and travel arrangements.
    • Track and record expenses accurately, ensuring adherence to budgetary guidelines.
    • Prepare detailed expense reports, including receipts and supporting documentation, for reimbursement and financial review.
    • Review and proofread documents for grammatical accuracy, consistency, and clarity.
    • Monitor office supplies inventory and reorder supplies as needed to ensure uninterrupted workflow.
    • Coordinate catering services for meetings, events, and special occasions, considering dietary preferences and restrictions.
    • Provide comprehensive administrative support to the Chief of Staff to facilitate smooth operations and prioritize tasks effectively.

    Ideal Experience

    • Bachelor's degree required with 2-5 years of relevant experience.
    • Outstanding organizational skills and attention to fine details.
    • Ability to prioritize competing responsibilities.
    • Ability to follow instructions as well as work independently.
    • Utilizing sound judgment while working with confidential information.
    • Proficient in Microsoft Office and Adobe.
    • Proven experience as an executive assistant or a similar role in a professional setting.
    • Exceptional written and verbal communication skills.
    • Strong interpersonal communication and a professional demeanor when interacting with clients.
    • Willingness to assist others and work well as a team member.

    #117631

    The Larko Group is a premier Staffing & Recruiting firm based in Chicago, with a nationwide reach, for Direct Hire, Temporary-to-Hire, and Temporary/Project jobs. We specialize in Executive Assistant, Administrative Assistant, Personal Assistant, Chief of Staff, Office Manager, Receptionist, General Office, General Labor (warehouse), Event Support, Project Management, and Customer Service.

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