Administrative Assistant

About the Role

This role serves as a trusted operational partner to senior IT leaders, ensuring seamless coordination of executive priorities, operating rhythms, and administrative functions. The Administrative Assistant anticipates leadership and organizational needs, removes friction from day-to-day operations, and ensures strong alignment across IT teams. Success requires strong business judgment, attention to detail, and the ability to manage multiple priorities in a fast-paced, dynamic environment.

Responsibilities

• Executive & Leadership Support
  • Provide direct administrative support to senior IT leaders, including calendar management, travel coordination, and meeting logistics
  • Proactively manage competing priorities, ensuring leaders are prepared and focused on highest-value activities
  • Serve as a central coordination point across leadership teams to ensure alignment and communication
• IT Operating Rhythm & Governance
  • Coordinate IT leadership forums (e.g., ITLT, OCIO LT), including agenda development, materials preparation, and follow-ups
  • Track action items, decisions, and key deliverables to ensure accountability across teams
  • Support execution of recurring IT operating cadence (monthly, quarterly, annual planning cycles)
• Cross-Functional Coordination & Communications
  • Partner across IT functions to coordinate meetings, communications, and key initiatives
  • Draft and distribute executive communications, meeting summaries, and presentation materials
  • Ensure effective communication flow between IT leadership and stakeholders
• Administrative & Operational Support
  • Manage travel arrangements, expense coordination, and vendor-related administrative processes (including purchase orders)
  • Coordinate logistics for meetings, offsites, and team events
  • Maintain organized records, documentation, and files
• Presentation & Material Development
  • Develop high-quality, executive-ready presentations and supporting documentation
  • Support preparation of materials for leadership reviews and governance forums
• Process Improvement & Organizational Enablement
  • Identify and implement process improvements to enhance administrative efficiency
  • Establish and maintain standard ways of working across supported teams
  • Support special projects and initiatives as assigned

Requirements

• 3+ years of office administrative support experience, preferably to senior management
• Strong proficiency in Microsoft Office, including Outlook, Word, Excel (including building pivot tables), and an emphasis in PowerPoint
• Strong skills in calendaring and planning events
• Excellent organizational and time management skills with the ability to prioritize
• Excellent verbal and written communication skills to work with customers, all levels of management, vendors, and other business partners
• Ability to use problem-solving and advanced judgment skills to make decisions in situations where there are no established procedures
• High professional ethical standards and ability to maintain confidentiality
• Ability to coordinate multiple projects, set priorities, and deliver projects with deadlines
• High degree of accuracy and attention to detail
• Self-starter who is comfortable with ambiguity

Preferred Qualifications

• Experience working in Agile
• Experience with the following tools: Workday, Jira, Miro, Confluence, Outlook, WebEx, Zoom, Microsoft Teams

Work Environment

• Sitting and working at a desk/personal computer for extended periods of time
• Primary work environment is an office setting
• Must have a valid driver’s license
• Must be at least 21 years of age

Location

Chicago, Illinois

Pay

The salary range for this role is $28.19 - $40.56 per hour. Our compensation is based on cost of labor. For remote locations or positions open to multiple locations, the pay range may reflect several US geographic markets, including the lowest geographic market minimum to the highest geographic market maximum. An employee’s pay position within the salary range will be based on factors including, but not limited to, relevant education, qualifications, certifications, experience, skills, seniority, geographic location, performance, shift, travel requirements, sales or revenue-based metrics, any collective bargaining agreements, and business or organizational needs.

Benefits

• Paid time off
• Medical, dental, and vision insurance
• 401(k) and other benefits for eligible employees

Schedule

Full time