Administrative Assistant Job at Lucas James Talent Partners in Chicago

Overview

We are seeking an experienced and highly trustworthy Administrative Assistant to serve as a strategic right hand to the CEO of an award winning branding, PR, and digital content marketing firm in Chicago. This is a mission-critical role that blends executive support, HR operations, office management, and culture leadership. You will drive day-to-day coordination across people, processes, and priorities to ensure the CEO operates at peak effectiveness—and the company does too.

This is not a behind-the-scenes role. It is central to our leadership team and requires someone with impeccable integrity, natural optimism, and exceptional follow-through. The ideal candidate brings a can-do spirit, shows up with enthusiasm, energizes others, and finds solutions with a smile—no matter the obstacle. You should be tech-savvy, emotionally intelligent, and capable of managing sensitive information with discretion and care.

Honesty and accountability are non-negotiable. This role demands absolute integrity, airtight confidentiality, and the maturity to handle confidential, business-critical matters responsibly and respectfully.

Core Responsibilities

1. Executive Operations & Calendar Management
   • Manage the CEO’s calendar with precision, including scheduling, rescheduling, and coordinating logistics.
   • Monitor conflicts proactively and communicate updates throughout the day.
   • Ensure all meetings are scheduled with clear subject lines, descriptions, supporting documents, and access links.
   • Set the standard for responsiveness and detail in all calendar and meetings communications.
2. Travel, Affiliations, and Events
   • Coordinate CEO and team travel, prioritizing efficiency and cost.
   • Manage all business memberships, board appointments, conference registrations, and speaker logistics.
   • Handle bios, logos, headshots, and paperwork for speaking engagements; prep CEO accordingly.
   • Track and submit all related payments and confirmations.
3. Office & Facilities Management
   • Oversee office access, supplies, contracts, subtenants, and landlord relations.
   • Manage tech setup, badge creation, mail pickup, VoIP systems, and kitchen/meeting room needs.
   • Ensure the CEO’s home office is functional and properly supported.
   • Negotiate low-cost, high-quality hospitality for client meetings.
4. HR Coordination & People Operations
   • Lead recruiting: post jobs, screen candidates, schedule interviews, and maintain documentation.
   • Oversee onboarding, reviews, offboarding, employee files, and complaint resolution.
   • Collaborate with Finance Operations to ensure seamless payroll and benefits setup.
   • Innovate around team engagement, inclusion, and workplace satisfaction.
5. Culture Building & Internal Communication
   • Be a visible culture carrier—cheerful, high-energy, and committed to building a positive work environment.
   • Plan monthly team events, office celebrations, and morale-boosting activities.
   • Champion internal communication that motivates, aligns, and respects every team member.
   • Actively seek feedback through surveys and partner with leadership to prioritize action.
6. Personal & Family Logistics (as Needed)
   • Support with CEO’s personal calendar, forms, and external scheduling on a case-by-case basis when needed.
   • Ensure work and home logistics are coordinated with minimal disruption.

Who You Are

• Deeply Honest and Discreet: You manage sensitive information with maturity, maintain complete confidentiality, and hold yourself to the highest standards of personal and professional integrity.
• Positive and Energetic: You lead with joy. You’re upbeat, unflappable, and radiate optimism even under pressure. You’re a natural motivator—people feel better after speaking with you.
• Highly Organized and Accountable: You don’t miss deadlines, overlook details, or drop balls. You see what’s needed before it’s asked and consistently follow through.
• Tech-Savvy and Resourceful: You are comfortable with scheduling tools, cloud storage, productivity platforms, and digital coordination. You leverage technology to drive efficiency.
• Service-Oriented and People-First: You treat every person with respect, no matter their title. You're generous with your time, focused on helping others succeed, and model professional warmth.

Benefits

Compensation for this role is $55 - $60K plus full benefits.