17 results for Executive Assistant in Chicago, IL

Executive Assistant to the CEO We are seeking a highly organized and professional top notch Executive Assistant to provide comprehensive support to the CEO. The Executive Assistant will be a strategic partner and will play a critical role for the organization. We are looking for a strategic thinker who thrives in a fast-paced environment. This role focuses on streamlining the CEO’s day-to-day operations through efficient schedule management, travel arrangements, and coordination of high-level meetings. Additionally, the position involves planning travel through private jet, town hall meetings, event coordination, requiring a proactive approach, strong communication skills, and utmost confidentiality. The ideal candidate will have a well-rounded background and prior experience in the C-Suite. This role requires working in Chicago 4 days on-site and 1 day remote. Salary target $120k-$135k plus bonus. Benefits include: health, dental, critical illness, life insurance, disability, PTO, and 401kRecruiter: Connie Stathopoulos *Scheduling activities and creating calendar events for CEO. *Coordinate business and personal travel arrangements including private *Oversee and assist with liaison and communication between the CEO and internal and external office engagements. *Provide day-to-day administrative support for the CEO. *Manage, plan and organize daily calendar activities. *Book and manage all domestic and international travel arrangements. *Manage day-to-day correspondences internally and externally, including responding to all local and international mail. *Assist in technical matters and courier correspondence. *Arrange for meetings and conferences, including preparing agendas and minute *Manage membership dues to various organizations, subscriptions, distributions and circulation lists. *Prepare, update and distribute itineraries, letters, memos and meeting minutes and continually keep for a record for future events and meetings. *Serve as liaison with department managers to ensure a manageable flow of work and communication. *Prepare a variety of high-quality memos, letters, and other required documents

Executive Assistant We are offering an exciting opportunity for an Executive Assistant based in Evanston, Illinois. The individual will be expected to provide high-level administrative support while managing various communications platforms for the organization. This role is pivotal in maintaining an effective and efficient workflow in the organization, and will involve interacting with various internal and external stakeholders. The position offers a yearly salary of $70,000-$85,000 + full benefits. Responsibilities: • Facilitate effective communication by responding to internal and external inquiries, promoting positive relations, and serving as a communications liaison.• Manage administrative tasks such as preparing and processing both confidential and non-confidential reports, documents, and correspondence using relevant technology.• Maintain and update electronic and manual documents, files, and records for public inspection and historical reference in accordance with organizational policy.• Organize and manage detail-oriented development activities and registrations, while also keeping abreast with relevant educational organizations.• Attend and coordinate board meetings, including preparing agendas, recording minutes, and supporting the needs of attendees.• Oversee the production of various digital and print promotional and communication materials, and manage the organization's website and social media accounts.• Coordinate emergency closure communications through multiple channels, ensuring clear and accurate messaging.• Manage special events planning and procurement of supplies and materials.• Assist in managing public relations efforts, including drafting press releases and coordinating media inquiries.• Oversee the online application process, including posting job openings, promoting opportunities through various channels, and ensuring efficiency and consistency in candidate selection.• Prepare local, state, and federal reports, and coordinate new permanent orientation and employee recognition programs.E

Executive Assistant/Office Coordinator We are seeking an Executive Assistant/Office Coordinator to join our team located in Chicago, Illinois. This role primarily involves providing administrative support to the senior leadership team and ensuring the smooth operation of our office. As an Executive Assistant/Office Coordinator, you will serve as the primary contact for both internal staff and external visitors, handling their inquiries and issues. This role is office-based and is a crucial part of our operations. Responsibilities: • Coordinate and manage the calendars of senior leadership, organizing meetings and business commitments efficiently. • Serve as a liaison with administrative services and interact extensively with both internal teams and external business contacts. • Handle all aspects of travel arrangements, both domestic and international, and hotel reservations. • Ensure monthly expense claims are submitted promptly. • Assist with event coordination in collaboration with the marketing department when required. • Maintain a detail-oriented and welcoming environment within the office suite, reflecting high standards of care. • Manage the online security portal, including monitoring access for new joiners and visitors. • Handle daily mail, accepting deliveries, and directing mail to the appropriate parties. • Oversee the functioning of office equipment, including printers, and manage the ordering of necessary supplies. • Coordinate room bookings and arrange necessary catering and refreshments. • Ensure meeting rooms and office spaces, including kitchen area, are ready for use and maintain standards of cleanliness. • Liaise with cleaning crew to ensure satisfactory service delivery. • Order and maintain office supplies and kitchen consumables, and ensure all office equipment is functioning correctly. • Process incoming mail daily and handle checks as directed by the Finance team. • Coordinate IT equipment such as laptops for new team members and manage inventory. • Handle the shipment of laptops and cell phones as needed and coordinate equipment returns and recycling with the IT team. • Address issues with AV equipment by escalating to IT where necessary. • Provide support in other areas of the business as assigned.

Underwriting Administrative Assistant We are offering an exciting opportunity for an Underwriting Administrative Assistant in Chicago, Illinois. The role is within the insurance industry and the selected candidate will be expected to provide support to our client's underwriting department. The role involves the processing of new and renewal business, maintaining policy data, and handling member inquiries. The position is offering a salary of $60,000-$70,000 + full, rich benefits, and a hybrid work schedule. Responsibilities: • Manage and validate data for contacts in the underwriting system and customer relations management system.• Perform data entry tasks for new business, renewal, and mid-year policy changes; prepare mid-year policy endorsements.• Maintain electronic member and policy files, and related data for new business and renewal policies.• Coordinate with underwriters to prepare and send renewal memos and other member communications.• Work closely with other members of the underwriting group on renewal efforts, specifically online insurance applications, renewal worksheets, and process management.• Update, maintain, and prepare all policy documents for issuance and publication on website and member-specific portals.• Collaborate with member firms to provide Confirmations and Certificates of Insurance (COIs) and respond to other member inquiries.• Prepare correspondence, memoranda, charts, and project materials; distribute communications (emails, reports, etc.) to appropriate parties.• Maintain various underwriting reports and maintain and update underwriting guidelines as needed.• Undertake any other duties as assigned.

Spanish Speaking Administrative Assistant - Part Time We are in the process of hiring a Spanish speaking Part-Time (25 Hours/Week) Administrative Assistant for our operation based in Chicago, Illinois, 60604, United States. In this role, you will be an integral part of our team, providing support to an immigration lawyer, managing incoming calls, and offering assistance to visitors. This role offers a short-term contract employment opportunity. Responsibilities:• Manage incoming calls, direct them to the relevant departments, and ensure all callbacks are completed• Welcome all visitors, assist them in completing necessary paperwork• Deliver comprehensive administrative assistance • Ensure proficiency in both Spanish and English languages to cater to our diverse client base• Demonstrate a high level of customer service to all clients• Handle data entry tasks with accuracy and efficiency• Coordinate with the team and schedule appointments as required• Exhibit expertise in Microsoft Office Suite including Word, Excel, PowerPoint, and Outlook for various administrative tasks • Perform receptionist duties diligently• Communicate effectively through email, ensuring all correspondence is managed effectively.

Administrative Assistant We are offering a temporary-to-hire employment opportunity for an Administrative Assistant in Carol Stream, Illinois. As an Administrative Assistant, you will be primarily responsible for handling front desk duties, coordinating internal events and client meetings, managing calendars, and ensuring smooth office operations. Responsibilities:• Handle front desk responsibilities such as greeting guests, issuing badges, and signing in/out.• Coordinate hospitality services including arranging lunch meetings, setting up conference rooms, and ensuring the availability of coffee/snacks/food.• Support internal events and client meetings.• Manage calendars efficiently.• Set up Zoom meetings and ensure smooth technological operations during such meetings.• Display proficiency in Microsoft Office Suite, including Excel, Outlook, PowerPoint, and Word.• Respond to inbound and outbound calls, providing excellent customer service.• Carry out data entry duties and maintain accurate customer records.• Correspond via email effectively and professionally.• Schedule appointments as required.

Administrative Assistant We are offering a long-term contract employment opportunity for a meticulous Administrative Assistant in the finance industry, based in Chicago, Illinois. As an Administrative Assistant, your role will revolve around ensuring regulatory compliance, assisting with paperwork associated with insurance policies, annuities, and mutual funds, and providing excellent customer service. Responsibilities: • Assist in the completion and submission of forms and documents for clients to insurance and financial companies • Conduct follow-ups with these companies to confirm delivery and compliance • Ensure strict adherence to SEC regulatory compliance • Navigate seamlessly in a fast-paced environment with minimal training • Manage inbound and outbound calls, providing top-notch customer service • Perform data entry tasks and maintain accurate records • Schedule appointments and handle email correspondence proficiently • Demonstrate proficiency in Microsoft Excel, Outlook, PowerPoint, and Word • Familiarize and handle tasks related to underwriting, paperwork, mutual funds, and annuities efficiently.

Administrative Assistant We are seeking a skilled Administrative Assistant to join our team. As an Administrative Assistant, your role will involve assisting with tenant interactions, managing property applications, and handling various administrative tasks. This position is based in Wilmette, Illinois, and offers a contract to permanent employment opportunity. Responsibilities: • Handle phone calls, respond to queries, and record messages efficiently • Manage inbound and outbound calls to facilitate communication • Perform data entry tasks and maintain customer records in an organized manner • Assist with the preparation and processing of leases and other related documents • Write and distribute tenant letters and memos • Carry out rental verifications to ensure accuracy and compliance • Use Microsoft Office Suite (Excel, Outlook, PowerPoint, Word) for various tasks • Schedule appointments and manage calendars effectively • Accept and record tenant payments, issuing receipts as needed • Assist with email correspondence to ensure smooth communication.

Office Assistant We are offering a long term contract employment opportunity for an Office Assistant in Fox River Grove, Illinois. The role involves a variety of administrative tasks within the industry, including handling phone communications, processing office work, and managing invoicing tasks using QuickBooks. Responsibilities: • Handle telephone communications, addressing inquiries and providing support where necessary • Carry out various office tasks to ensure smooth operations • Process invoices using QuickBooks, maintaining accuracy and efficiency • Perform additional administrative tasks as required • Ensure all records are up-to-date and accurately maintained.

Litigation Legal Assistant for a Prominent Law Firm Prominent law firm in downtown Chicago, Illinois seeks a litigation assistant to join a growing group. In this role, you will be responsible for a variety of tasks including administrative duties, document production, court filings, and communication with court staff. Responsibilities:• Contribute to efficient office operations through various administrative tasks.• Draft complex legal documents such as pleadings and correspondence.• Ensure accurate and efficient preparation of court filings, both traditional and e-filings.• Develop Tables of Contents and Tables of Authorities.• Accurately prepare responses to propounded discovery.• Communicate effectively with court staff to resolve various issues.• Manage outgoing and incoming mail/FedEx for assigned attorneys.• Maintain and manage calendars for assigned attorneys.• Prepare Trial Memorandums and schedule all appearances/deadlines.• Coordinate local and out-of-town depositions and Mediations.• Scan and upload documents, creating master’s for new files.• Answer telephones, taking detailed messages and, at the request of attorneys, provide follow up and interaction with clients, outside counsel, and others.

Senior Assistant General Counsel Robert Half is in search of a Senior Assistant General Counsel to join an organization in Chicago, Illinois. This role will involve a range of responsibilities related to contract and corporate counseling within the organization. The successful candidate will work closely with various departments, including procurement, to prepare and manage contracts and agreements. This is a permanent position which will play a key role in the legal department. Responsibilities:<ul><li>Draft, negotiate, review, and revise contracts and agreements, ensuring the organization's best interests are protected.</li><li>Counsel and advise on contract interpretation, administration, modification, and closure.</li><li>Handle and assist with contract disputes, claims, and resolutions.</li><li>Draft construction contracts, contractor agreements, and amendments to safeguard against potential liabilities.</li><li>Provide legal support to the Board of Commissioners Office as directed.</li><li>Offer advice and guidance on governance and compliance issues.</li><li>Handle all aspects of procurement matters, from assisting with drafting solicitation and contract documents to providing advice relative to the procurement process.</li><li>Assist with responses to regulatory agencies inquiries or informal/formal actions; ensure compliance with administrative procedures.</li><li>Research statutes, regulations, rules, and orders and provide legal counsel with respect to regulatory considerations for planning and implementing business initiatives.</li></ul>

Legal Assistant Robert Half is looking for a Legal Assistant to join a wonderful firm in Chicago, Illinois. This role will provide comprehensive administrative support to legal professionals at the firm. The Legal Assistant will be expected to perform a variety of tasks including processing documents, coordinating schedules, and maintaining client communications. Responsibilities:<ul><li>Handle all incoming and outgoing mail as required.</li><li>Maintain and update attorney calendars using Firm software concerning court dates, meetings, conference calls, in-house meetings, and travel.</li><li>Assist with the arrangement of travel and timely completion of expense reports.</li><li>Provide direct administrative and clerical support such as timekeeping, processing billing memos, expense reports, scheduling, scanning, document editing, and preparing packages for mailing.</li><li>Use standard computer applications such as Microsoft Word, Excel and PowerPoint, Adobe Acrobat, and comparison software</li><li>Work directly with attorneys, paraprofessionals, and administrative assistants for projects requiring special or specific instruction, displaying the ability to work independently on those tasks as directed.</li><li>Demonstrate an understanding of how individual tasks impact other long-term projects and the overall functioning of the department.</li><li>Maintain good public relations with clients while observing the confidentiality of attorney-client relationships and following practice group guidelines for protecting client information.</li><li>Create and maintain all client and general files.</li><li>Develop familiarity with standard formatting and document production procedures.</li><li>Show initiative in seeking additional tasks to maintain a steady workload and assist in any other area of the Firm as assigned</li></ul>

Administrative/Order Entry Specialist We are in the process of recruiting a Sales Assistant to be a part of our client's team in Wood Dale, Illinois. This role involves delivering administrative support to the sales team, managing customer service, and operating in the broker services industry. This is a great opportunity to develop your skills in a dynamic and fast-paced environment. The position offers a salary range of $50,000-$70,000 + health insurance. This position is initially 100% on-site, then once fully trained, anywhere from 3-6 months, there will an opportunity to work from home, 2 days/week. Responsibilities:• Facilitate daily interactions with the sales team• Efficiently handle customer calls and inquiries• Maintain accurate records of customer orders and provide updates on shipment status• Administer customer programs and keep product information up to date• Use CRM tools for efficient customer relationship management• Ensure precise order entry and management• Oversee customer shipments and manage any backorders• Handle outgoing shipments and ordering office supplies when necessary• Utilize data processing skills to maintain accurate customer records.

Estate Planning Legal Assistant We are recruiting an Estate Planning Legal Assistant for a law firm based in Wheaton, Illinois. In this role, you will be an essential part of a leading law firm, managing various administrative tasks, streamlining processes using technology, and maintaining a positive attitude under pressure. Responsibilities:<ol><li>Assist in drafting estate plans, wills, trusts, powers of attorney, and healthcare documents.</li><li>Retrieve, organize and analyze pertinent legal documents, conduct legal research when needed.</li><li>Assist attorneys in preparation for court appearances, depositions, and client meetings.</li><li>Review and proofread all legal documents to ensure accuracy.</li><li>Communicate professionally and promptly with clients and all team members.</li><li>Organize, maintain and manage client files, deeds, trusts, and other documents.</li><li>Handle routine correspondence, phone calls, and emails.</li><li>Perform administrative tasks including filing, typing, and faxing document</li></ol>

Legal Assistant We are in search of a Legal Assistant to join our team operating in the corporate industry, located in Chicago, Illinois, United States. This role involves handling various tasks including document management, contract review, and administrative duties. Responsibilities: • Oversee and manage contract drafting and revisions, including engagement letters, non-disclosure agreements, Independent Contractor agreements, Vendor agreements, and more. • Implement and maintain comprehensive schedules for effective time management and coordination. • Handle the filing of documents and emails to ensure organized record keeping. • Proactively identify and address issues, suggesting improvements when necessary. • Coordinate travel arrangements as needed. • Perform various administrative tasks such as mailing, faxing, and copying. • Prepare and manage expense reports to track department spending. • Carry out any additional tasks as required by the Legal Department.

Legal Assistant We are in the process of expanding our team in CHICAGO, Illinois, 60654-3521, United States, with the addition of a Legal Assistant. The role involves an interesting blend of paralegal and business development tasks within the real estate sector. Responsibilities: • Conduct case law research. • Draft and file motions and discovery documents. • Engage in correspondence with clients and opposing counsel. • Handle general office organization and case management as part of administrative tasks. • Play a significant role in shaping and expanding the firm's marketing and business development efforts. • Oversee and manage social media accounts. • Make decisions independently and accurately to ensure tasks are completed on time. • Apply strong follow-through skills and attention to detail in all tasks.

Insurance Billing Specialist The salary range for this position is $60,000-$65,000 and it comes with benefits, including medical, vision, dental, life, and disability insurance. To apply to this hybrid role please send your resume to [email protected] The two biggest things on people’s minds right now: ‘Busy season is here!’ and ‘Where can I find a fresh start?’. NOTE: This position is a career-fast-track opportunity. Whoever fills this role is expected to be promoted quickly. Responsibilities:<ul><li>Ability to prioritize, multitask, manage a high volume of bills per month and meet deadlines.</li><li>Experience with various e-billing vendors (e.g., CounselLink, Bottomline Legal eXchange, Tymetrix, Collaborati, Legal Solutions Suite, Legal Tracker, etc.) and LEDES file knowledge required to perform duties and responsibilities, including but not limited to preparing and submitting bills, budgets, and timekeeper rates according to client requirements.</li><li>Management of timekeepers and coordinate/process appeals as required.</li><li>Ability to execute complex bills in a timely manner (i.e., multiple discounts by matter, split billing, preparation, submission and troubleshooting of electronic bills).</li><li>Monitor outstanding Work in Process (WIP) and Accounts Receivable (AR) balances. Collaborate with billing attorneys to ensure WIP is billed on a timely basis and AR balances are collected withina reasonable period. Follow up with billing attorney and client on all aged AR balances.</li><li>Follow up on collections as directed by either Attorneys or Accounting leadership in support of meeting firm’s financial goals.</li><li>Review and edit prebills in response to attorney requests.</li><li>Proactively monitor potential errors that may result in the rejection of e-bills.</li><li>Research and analyze deductions and provide best course of action for balances.</li><li>Process write-offs following Firm policy.</li><li>Ability to effectively interact and communicate with attorneys, legal administrative assistants, staff, and clients.</li><li>Assist with month-end close as needed.</li><li>Proactively monitor potential errors that may result in the rejection of e-bills.</li><li>Assume additional duties as needed or assigned</li></ul>