Administrative Assistant Chicago, IL | Robert Half

Administrative Assistant

We are looking for a detail-oriented Administrative Assistant to support daily office operations. This contract position requires someone who can manage front-desk interactions, handle incoming calls effectively, and keep administrative tasks organized and up to date. The ideal candidate brings strong coordination skills, accuracy in data handling, and a helpful approach to supporting both internal teams and visitors.

Calendar Management

Maintain and update senior leaders' calendars with a focus on optimizing his/her time and ensuring they are aware of their schedule and upcoming commitments: meetings, conferences, presentations, and media appearances

Help strategically prioritize the calendar based on what is critical and/or urgent across various internal and external priorities

Meeting Management

Provide backup executive support for Board management including, preparing and distributing board materials and minutes, coordinate schedules for meetings. Must be available to travel to off site meetings 2-4 times per year in the event the Executive Assistant is not available.

Lead logistics for in person and virtual meetings, including coordinating meeting dates, invitations, catering, meeting space preparation, and basic audio visual setup

Attend meetings, record minutes, and distribute meeting notes and action items

Travel Management

Arrange travel, accommodations, itineraries, and all trip logistics for senior leaders, including expense report submission

Create travel itineraries and agendas and compile documents for travel-related meetings

Professional Support

Act as the point of contact between leadership and internal/external clients and stakeholders, filtering and prioritizing inquiries

Draft, review, and send communications on behalf of leadership

Assist with special projects and event planning and execution

Demonstrate a high degree of discretion when managing confidential and sensitive information regarding the senior leader and/or area supported

Office Management

Manage office operations including supply inventory, maintenance requests, visitor badge administration, mail and package distribution.

Handle ad hoc office-related tasks and special projects as needed to support operational continuity and senior leaders' priorities