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