Job Title: Office Assistant
Location: Chicago, IL
Position Overview:
Our client, a leading real estate investment firm, is seeking a motivated and detail-oriented Administrative Assistant to join their team. This role is essential in providing high-level administrative support to ensure the efficient operation of the office and seamless coordination between departments. The ideal candidate is organized, proactive, and possesses excellent communication skills. As an Administrative Assistant, you will play a key role in supporting the daily functions of the office and fostering a positive environment for their clients and team members.
Key Responsibilities:
- Greet visitors, answer phone calls, and handle general inquiries, ensuring a welcoming and professional environment for clients and guests.
- Assist with filing, copying, scanning, and organizing documents, including maintaining accurate electronic and physical records.
- Coordinate appointments, meetings, and conference room bookings. Assist in managing calendars for senior staff and arranging travel as needed.
- Monitor and manage office supplies, including ordering inventory and ensuring that common areas remain tidy and well-stocked.
- Input data into spreadsheets and databases, prepare basic reports, and maintain client information in CRM systems.
- Receive, sort, and distribute incoming mail and packages. Prepare outgoing mail and coordinate courier services when necessary.
- Support the planning and coordination of office events, team gatherings, and client meetings.
- Assist the HR team with various projects and recruitment processes, including scheduling interviews, coordinating onboarding activities, maintaining employee records, and providing general administrative support for HR initiatives.
- Provide support for ad-hoc projects and assist various departments as needed, ensuring timely completion and attention to detail.
Qualifications:
- Bachelor's degree required.
- 1-2 years of experience in an administrative or office support role, preferably in a professional services or financial services environment.
- Strong communication skills, both written and verbal, with a customer-service mindset.
- Proficiency in Microsoft Office Suite (Word, Excel, Outlook) and familiarity with office equipment (e.g., copiers, scanners).
- Excellent organizational skills and the ability to manage multiple tasks simultaneously.
- A positive and proactive attitude with a willingness to learn and take on new responsibilities.
- Ability to maintain confidentiality and handle sensitive information with discretion.
The Equus Group is an Equal Opportunity Employer and takes pride in maintaining a diverse environment. We do not discriminate in recruitment, hiring, training, promotion or any other employment practices for reasons of race, color, religion, gender, national origin, age, sexual orientation, marital or veteran status, disability, or any other legally protected status.
