Russell Tobin is hiring: Administrative Assistant in Chicago

This range is provided by Russell Tobin. Your actual pay will be based on your skills and experience — talk with your recruiter to learn more.

Base pay range

$21.00/hr - $22.00/hr

Direct message the job poster from Russell Tobin

Job Title: Office Administrative Support

Location: Chicago, IL 60606

Pay Rate: $22 per hour

Contract Duration: 12 months

Position Summary:

The Office Administrative Support professional will provide comprehensive administrative and operational support to the Private Wealth Management (PWM) team. This individual will assist with daily office functions, travel and expense coordination, event planning, and client servicing. The ideal candidate will be highly organized, professional, and capable of thriving in a fast-paced, team-oriented environment.

Key Responsibilities

• Process incoming and outgoing mail, including checks, stock certificates, and tax forms.
• Handle scanning, filing, and document management.
• Coordinate travel arrangements and process expense reports for team members.
• Manage team calendars, schedule meetings, and handle phone inquiries.
• Assist in planning and executing office events, including recruiting activities, internal meetings, and external client events.
• Book conference rooms, order catering, prepare materials, and coordinate interview logistics.
• Liaise with building management and services to support office operations.
• Greet and assist visitors in a professional manner.
• Support the Wealth Management team in delivering operational excellence and superior client service.

Qualifications

• Bachelor’s degree preferred but not required.
• Minimum of 2 years of experience in a professional corporate environment; recent graduates with an interest in financial services are encouraged to apply.
• Proficiency in Microsoft Word, Excel, PowerPoint, and Outlook.
• Strong written and verbal communication skills.
• Ability to multitask and prioritize in a fast-paced environment.
• High level of professionalism, integrity, and discretion.
• Strong critical thinking and problem-solving skills.
• Team-oriented with a polished, professional demeanor and attire.

Seniority level

Entry level

Employment type

Full-time

Job function

Administrative

Inferred benefits

• Medical insurance
• Vision insurance
• 401(k)