Administrative Assistant, Oak Brook, IL; Hybrid

Administrative Assistant, Oak Brook, IL (Hybrid)

Join a dynamic and highly collaborative executive search firm known for its professionalism, precision, and client-focused approach, is seeking a motivated and detail-oriented Administrative Assistant to provide essential support to the search team. In this role, you’ll help ensure seamless execution of high-level searches by managing logistics, preparing polished materials, and maintaining accurate documentation. This is an excellent opportunity for a driven individual who thrives in a fast-paced, service-oriented environment and takes pride in delivering excellence at every turn.

Responsibilities

• Provide front desk and reception coverage, greet guests, and manage incoming calls.
• Support office coordination, including ordering supplies, handling mail, and ensuring a professional, organized workspace.
• Coordinate and schedule meetings, both in-person and virtual (Teams, Zoom, or conference calls), between leadership, clients, and candidates; arrange travel as needed through a company travel agent.
• Prepare snapshot resumes for candidates in PowerPoint, following company templates and conducting supporting research.
• Create and update weekly status reports using Microsoft Word tables and PDFs.
• Maintain accurate records in the database, documenting all client and candidate interactions and ensuring data integrity across potential and retained searches.
• Track client and candidate expenses, manage reimbursements and invoices, and communicate billing details to accounting; follow up on outstanding payments as needed.
• Proof and finalize recruiter documentation before client delivery.

Ideal Experience

• Bachelor’s degree is strongly preferred, with 5+ years of administrative or executive support experience.
• Proficient in Microsoft Office Suite, especially PowerPoint; familiarity with CRM systems (Encore is a plus).
• Research capabilities using a variety of platforms, including Linked In, Capital
  
  IQ, and Board Ex, and a proven ability to learn these and other platforms.
• Polished, articulate, and professional communication style—both written and verbal.
• Driven, service-minded, and highly organized with exceptional attention to detail and follow-through.
• Resourceful and proactive, with a “can-do” attitude and strong sense of accountability.
• Collaborative team player who thrives in a fast-paced, high-touch environment.
• Mature, humble, and adaptable, takes pride in your work and goes the extra mile.

Up to $70,000 salary per year (based on experience)