Administrative Assistant

Description

Administrative Assistant I

AArete is one-of-a-kind when it comes to consulting firm culture.

We're a global, innovative management and technology consulting firm with offices in the U.S., India, and Europe. Our name comes from the Greek word for excellence: "Arete." And excellence is exactly what we strive for.

We're celebrating our fourth year as one of Forbes' World's Best Management Consulting Firms - and our success starts with our people. From robust career development planning to competitive life and wellness benefits, AArete's "Culture of Care" takes a holistic approach to the employee experience.

AAretians (our team members) are leaders at every level. You are encouraged to unlock your full potential by directly contributing to our mission and prioritizing personal development and fulfillment.

The Role

As an Administrative Assistant, you will provide comprehensive administrative support to AArete's Managing Directors and Vice Presidents, working closely with a team of Executive Assistants to support firm leadership. This role is ideal for someone who is proactive, highly organized, and thrives in a fast-moving environment. You will manage competing priorities with professionalism and discretion, helping ensure leaders stay focused on their highest-impact work while delivering a positive experience for both internal partners and external clients.

We are looking for a resourceful team player with a friendly, service-oriented mindset who can anticipate needs, respond quickly, and adapt easily as priorities shift.

Work You'll Do

• Manage heavy calendaring and scheduling, coordinating with leadership and external clients to book meetings and optimize calendars
• Support time-sensitive requests in a fast-paced environment, balancing multiple priorities with accuracy and urgency
• Prepare and edit communications including emails, memos, reports, presentations, and other correspondence
• Coordinate and book travel and accommodations; prepare and submit expense reimbursements and time reports (Egencia experience preferred)
• Assist with planning and execution of in-office and virtual meetings and events, including logistics and set-up
• Create, maintain, and update organized databases and documentation
• Handle physical correspondence, including sending and receiving hard-copy documents and packages
• Greet visiting clients and provide a warm, professional in-office experience
• Direct phone inquiries to appropriate parties and document key messages
• Partner closely with Executive Assistants and broader teams, stepping in to provide coverage and support as needed

• Other duties as assigned

Requirements

• 2-3 years of experience in an administrative support role, ideally in a professional or client-facing environment
• Strong organizational, time management, and prioritization skills with exceptional attention to detail
• Excellent written and verbal communication skills, with quick and professional response times
• Ability to manage a heavy workload and shift priorities in a fast-paced environment
• Collaborative mindset with willingness to step in, support teammates, and provide coverage when needed
• Proactive approach with the ability to anticipate needs and navigate unexpected situations
• Strong client service orientation for both internal and external stakeholders
• Proficiency in Microsoft Office (Word, Excel, PowerPoint, Outlook, Teams)
• Proficiency with video conferencing tools (Teams required; Zoom familiarity acceptable)
• Advanced proficiency in English, including strong grammar and communication skills
• Comfortable using standard office equipment and tools
• Bachelor's degree or equivalent professional experience

• Applicants must be based in Chicago, IL, and flexible to work from our Chicago office as needed
• Must be legally authorized to work in the United States without the need for employer sponsorship

Preferred Requirements

• Experience supporting senior leaders or executive-level teams
• Bachelor's degree
• Experience with travel booking and expense reporting tools such as Egencia
• Familiarity with payroll and accounting systems including Open Air, Paylocity, and/or ADP
• Experience working in a fast-paced, professional services or corporate environment
• Demonstrated ability to manage complex calendars and time-sensitive requests

Compensation & Benefits

• Flexible PTO, monthly half-day refuels, volunteer time off, 10 paid holidays
• Own Your Day flexible work policy
• Competitive majority employer-paid benefits:
  Medical, Dental, Vision, 401K Match
• Generous paid parental leave options
• Employer-paid Life Insurance, Short Term Disability, Long Term Disability
• Charitable contribution matching program
• New client commission opportunities and referral bonus program
• Bike share discount program

The estimated base salary range for this position is $55,000 - $60,000. In addition to this base salary, individuals may be eligible for an annual discretionary bonus. This range is a part of a competitive, total compensation package together with our majority employer-paid benefits and incentive pay for…