Executive Assistant Office Administrator

The Larko Group - Chicago, IL

Full-time - Mid Level

Chicago, IL

Administrative and Support Services

About the position

The position is for an ambitious professional to support the Managing Directors of a growing Financial Services firm. The role emphasizes strong organizational skills, the ability to prioritize tasks, and managing key operations while maintaining stakeholder relationships. The candidate will work closely with team members and external partners to deliver outstanding support, with opportunities for advancement as the company grows.

Responsibilities

• Oversee and manage daily operations to ensure smooth and efficient processes across the organization.
• Provide comprehensive administrative support to the founders, including calendar management, meeting coordination, travel arrangements, and email handling.
• Act as a liaison between the founders and internal/external stakeholders, ensuring effective communication and timely follow-ups.
• Collaborate with colleagues across various departments, fostering a culture of collaboration and mutual support.
• Manage relationships with vendors, contractors, and service providers to ensure quality and timely delivery.
• Maintain and update organizational records, files, and databases for easy access and reference.
• Organize and prepare materials for meetings, presentations, and events.
• Approach tasks with creativity and problem-solving skills, finding solutions to challenges without needing extensive guidance.
• Take initiative to streamline processes and improve efficiency wherever possible.
• Adapt to new tasks, responsibilities, and situations with a flexible, solution-focused mindset.
• Possess excellent interpersonal skills, enabling effective communication with senior leadership, investors, and other stakeholders.
• Assist with special projects, research, and ad hoc tasks as needed.

Requirements

• Bachelor's Degree preferred.
• Two to five-plus years prior experience in supporting a senior executive or team.
• Excellent computer and digital skills, including Microsoft Office (Outlook, Word, PowerPoint, and Excel), and other web applications.
• CRM experience preferred.
• Exceptional writing, editing, proofreading, and organization skills.
• Highly organized, with the ability to manage multiple tasks and projects simultaneously.
• Exhibits strong judgment and discretion, particularly when handling confidential information.
• Demonstrates a proactive approach to problem-solving, with the ability to make sound decisions independently.
• Possesses excellent communication skills and is comfortable interacting with high-level executives.
• Has a flexible, can-do attitude and thrives in a fast-paced, entrepreneurial environment.