Executive Assistant Office Administrator

Ambitious professional needed for a growing Financial Services firm to support the Managing Directors. The ideal candidate demonstrates strong organizational skills and the ability to prioritize tasks effectively.

Capable of balancing multiple responsibilities, projects, and deadlines without compromising quality or accuracy. This role centers on managing key operations, maintaining stakeholder relationships, and coordinating with external partners while working closely with team members to deliver outstanding support.

As the company grows, the position provides opportunities for advancement.

Responsibilities

• Oversee and manage daily operations to ensure smooth and efficient processes across the organization.
• Provide comprehensive administrative support to the founders, including calendar management, meeting coordination, travel arrangements, and email handling.
• Act as a liaison between the founders and internal / external stakeholders, ensuring effective communication and timely follow-ups.
• Collaborates with colleagues across various departments, fostering a culture of collaboration and mutual support. Able to connect with team members at all levels and contribute to a positive workplace environment.
• Manage relationships with vendors, contractors, and service providers to ensure quality and timely delivery.
• Maintain and update organizational records, files, and databases for easy access and reference.
• Organize and prepare materials for meetings, presentations, and events.
• Approaches tasks with creativity and problem-solving skills, finding solutions to challenges without needing extensive guidance.

Takes initiative to streamline processes and improve efficiency wherever possible.

• Comfortable working in a setting where priorities can shift rapidly. Capable of adapting to new tasks, responsibilities, and situations with a flexible, solution-focused mindset.
• Possesses excellent interpersonal skills, enabling effective communication with senior leadership, investors, and other stakeholders.

Able to present information professionally and maintain composure in high-pressure situations.

Assist with special projects, research, and ad hoc tasks as needed.

deal Experience

• Bachelor’s Degree preferred.
• Two to five-plus years prior experience in supporting a senior executive or team.
• Excellent computer and digital skills, including Microsoft Office (Outlook, Word, PowerPoint, and Excel), and other web applications.

CRM experience preferred.

• Exceptional writing, editing, proofreading, and organization skills.
• Highly organized, with the ability to manage multiple tasks and projects simultaneously.
• Exhibits strong judgment and discretion, particularly when handling confidential information.
• Demonstrates a proactive approach to problem-solving, with the ability to make sound decisions independently.
• Possesses excellent communication skills and is comfortable interacting with high-level executives.
• Has a flexible, can-do attitude and thrives in a fast-paced, entrepreneurial environment.
• Able to work both independently and collaboratively within the team.

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The Larko Group is a premier Staffing & Recruiting firm based in Chicago, with a nationwide reach, for Direct Hire, Temporary-to-Hire, and Temporary / Project jobs.

We specialize in Executive Assistant, Administrative Assistant, Personal Assistant, Chief of Staff, Office Manager, Receptionist, General Office, General Labor (warehouse), Event Support, Project Management, and Customer Service.