Overview
Administrative Assistant Jobs in Chicago, IL at Mack & Associates, Ltd.
Title: Administrative Assistant
Company: Mack & Associates, Ltd.
Location: Chicago, IL
A Financial services company in Chicago is seeking a highly organized and detail-oriented Administrative Assistant to support a team of investment professionals. This fully in-person role offers a salary range of $65,000–$80,000 and plays a critical part in ensuring the day-to-day operations of the team run smoothly and efficiently. This position supports Portfolio Managers and Analysts across multiple sector teams and is ideal for someone who thrives in a fast-paced environment, enjoys multitasking, and takes pride in keeping teams organized, prepared, and operating at a high level.
Key Responsibilities of the Administrative Assistant:
- Coordinate and manage complex calendars, including scheduling analyst calls, internal meetings, and external engagements
- Organize and oversee conference logistics, including registration, scheduling meetings, and preparing detailed itineraries
- Arrange and manage travel plans, including flights, hotels, and transportation, ensuring alignment with conference schedules and individual preferences
- Prepare materials for meetings and conferences, including pulling, organizing, and printing financial models and reports as needed
- Support multiple sector teams by prioritizing administrative needs and ensuring seamless day-to-day operations
- Track conference attendance and adjust travel plans based on evolving schedules and team needs
- Serve as a central point of coordination for the team, maintaining clear communication and execution across all moving parts
- Assist with additional administrative tasks to support Portfolio Managers, Analysts, and overall team productivity
Qualifications of the Administrative Assistant:
- 2+ years of experience in an administrative, executive assistant, or similar support role
- Strong organizational and time management skills with the ability to handle multiple priorities
- High attention to detail, especially when managing scheduling, travel logistics, and documentation
- Excellent written and verbal communication skills
- Proficiency in Microsoft Office Suite (Outlook, Excel, Word, PowerPoint)
- Ability to thrive in a fast-paced, team-oriented environment
- Proactive mindset with strong problem-solving skills
- Professionalism and discretion when handling sensitive information
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