Administrative Assistant Job at Russell Tobin in Chicago

Base pay range

$21.00/hr - $22.00/hr

Job Title: Office Administrative Support

Team: Private Wealth Management – US Assistants

Location: Chicago, IL 60606

Pay Rate: $22/hour

Work Environment: Onsite | Business Professional Attire

Position Overview

We are seeking a detail-oriented and proactive Office Administrative Support professional to join our Private Wealth Management team. This role provides essential administrative and operational support to ensure efficient office functioning and exceptional client service. The ideal candidate is professional, organized, and comfortable working in a fast-paced corporate environment.

Key Responsibilities

• Provide day-to-day office support and administrative assistance to Wealth Management team members.
• Process incoming and outgoing mail, including checks, stock certificates, tax-related documents, and confidential materials; scan and organize documentation.
• Coordinate travel arrangements and manage expense reporting for team members.
• Maintain calendars, schedule appointments, and manage internal and external communications.
• Assist with planning and coordinating office events, including recruiting activities, internal team functions, and client-facing engagements.
• Book conference rooms, order catering, prepare documents, greet visitors, and liaise with building services.
• Support client service efforts by helping address inquiries and operational tasks with a high level of professionalism and customer service.
• Ensure all work is completed accurately, efficiently, and with attention to confidentiality and compliance standards.

Qualifications

• Required: Proficiency in Microsoft Word, Excel, PowerPoint, and Outlook.
• Experience: Minimum 2 years of administrative experience in a corporate or professional office environment.
• New graduates with a strong interest in financial services are encouraged to apply.
• Education: Bachelor’s degree preferred but not required.
• Strong written and verbal communication skills.
• Professional, polished demeanor with the ability to interact with clients and internal stakeholders.
• Ability to multi-task, prioritize work, and perform effectively under time constraints.
• Demonstrates sound judgment, critical thinking, integrity, and discretion.

Seniority level

Not Applicable

Employment type

Full-time

Job function

Administrative

Industries

Investment Banking