Russell Tobin is hiring: Administrative Assistant in Chicago

Russell Tobin is seeking a proactive and detail-oriented Administrative Assistant to support executives within a fast-paced Asset & Wealth Management team. Responsibilities include calendar and travel management, expense processing, meeting coordination, and handling confidential information. Must have excellent communication, multitasking skills, and proficiency in Microsoft Office and SAP Concur. Prior experience in financial services or similar high-pressure environments is preferred.

Job title: Administrative Assistant

Location: Chicago IL

Duration: 6months

Pay rate: $23-$24/hour

Position Description:

A global financial company is seeking a Junior Banker Assistant. Our Junior Banker Assistants are responsible for providing extensive administrative support to 25+ Junior Bankers at Analyst, Associate up to Junior VP level.

This role works within a team of assistants supporting various bankers within an industry group team. The Junior Assistant will be provided with full training alongside ongoing support from their Team Supervisor during the engagement. This would suit someone with a Customer Service/ Administrator background with experience of dealing with a high-volume workload. This is a demanding role which requires extensive support from a highly competent, proactive, independent, and process driven individual. Experience of working in a remotely managed environment is a bonus.

As a division, our strategic objectives include:

• To be the world's pre-eminent investment bank – trusted advisor, financier, and risk manager for our clients on their most important transactions

• Build long-term relationships with clients and bring them world-class execution by "delivering the firm” over time

• Drive superior returns for our stakeholders

• Be the employer of choice for all career levels by providing a highly dynamic, meritocratic, diverse and rewarding workplace

The duties of the role include:

• Coordinating and scheduling of meetings and conference calls across multiple time zones

• Managing high volume of phone calls and emails, relaying information in a timely and accurate manner

• Calendar management for bankers (Associate level+)

• Coordinating room bookings for internal/external meetings and VCs across multiple locations

• Coordinating travel arrangements for the team, including Visa applications, International flight and accommodation bookings

• Car bookings

• Expense processing and timely expense management

• Invoice processing

• Taking on ad hoc tasks while maintaining workflow

• Supporting teams in day-to-day issues, needs and queries

• Providing phone / holiday coverage for colleagues

Skills:

• Excellent Microsoft Word, Excel and Outlook skills

• Able to manage competing time-sensitive priorities and tasks

• Demonstrates dependability and high attention to detail along with the ability to multi-task

• Displays a consistent, professional degree of communication skills in person, on phone, via Zoom and by email at various levels

• Comfortable working with people at all organizational levels, internally and externally

• Must be a team player that works well under pressure within a changing environment

• Flexible and adaptable to work and support across multiple teams

• Be resourceful and able to use own initiative in solving issues

• Proactive attitude when managing diaries

• Discretion to deal with confidential business matters

• Friendly, polite and approachable with a "can do” attitude

• Zero to one year of experience

Hours of Work:

Generally, Monday to Friday 9:00am to 5:00pm (1 hour lunch break). Flexibility with hours is essential.

Education

High School Diploma Required

Bachelor's Degree Preferred

“Russell Tobin offers eligible employees comprehensive healthcare coverage (medical, dental, and vision plans), supplemental coverage (accident insurance, critical illness insurance and hospital indemnity), a 401(k)-retirement savings, life & disability insurance, an employee assistance program, identity theft protection, legal support, auto and home insurance, pet insurance, and employee discounts with some preferred vendors.”