Administrative Assistant

We’re looking for an individual with a minimum of three years’ administrative experience working in a fast-paced environment who is skilled in calendar management, travel coordination, expense reporting, and supporting workflow and procedural efficiency.

The successful candidate will be highly organized, have a passion for details, record-keeping and problem solving, and thrive in a team setting.

This role is also member of the Administrative Team and is fully in the office.

Role Responsibilities:

• Schedule routine meetings, send invitations and reminders, reserve rooms, and coordinate Zoom/Teams links


• Manage meeting and event logistics, including catering, materials, and registrations


• Book routine travel, maintain itineraries, and process travel changes


• Prepare expense reports; collect receipts and supporting documentation


• Format documents, presentations, and draft proposals


• Print, scan, copy, distribute, upload, mail, and ship documents and materials


• Maintain shared folders, files, and administrative records


• Perform routine data entry and simple reporting, including contact and CRM/ERP updates


• Track routine administrative deadlines


• Manage supplies and new hire equipment disbursement


• Provide general office and administrative support


• Coordinate and host quarterly and simple reporting including contact and CRM/ERP updates


• Track routine administrative deadlines


• Manage supplies and new hire equipment disbursement


• Provide general office and administrative support


• Coordinate and host quarterly Project Sharing cross-company presentations


• Prepare time sheets

Skills and Qualifications

• Mastery of Microsoft Office 365. Experience with RAMP and Deltek Vantagepoint a bonus, but not required.


• Excellent organizational skills and love of problem solving


• Energetic attitude and ability to work well within a team and a hands-on, strategic environment.


• Expert in written and verbal communication skills, particularly with internal team members


• Decision-making skills to work autonomously and manage specific tasks


• Communication and collaboration skills to support personnel, management and clients


• Writing skills to ensure emails and documents and uphold the brand identity


• Calendar and schedule management skills


• Knowledge of office procedures and equipment


• Familiarity with internal and external customer service principles


• Ability to handle confidential information responsibly


• Associate or bachelor’s degree

What We Offer:

• Competitive salary and benefits package


• Please see a list of our benefits on our careers page


• Opportunities for professional development and career growth.


• Collaborative and supportive work environment.

Additional Information:

• Work Environment: Monday through Friday 8:30-5:30 with an hour for lunch/breaks.


• Benefits: Health benefits, paid time off, 401(k), to/from office commute paid, or parking provided, cell phone stipend and opportunities for career growth within a dynamic and expanding company.


• Salary: Range is $50,000-62,000 plus company bonus opportunity; the offer will be based on experience, skills and background in similar positions.

Working Conditions:

• Work Location: Full-time on-site in the Chicago office.


• Desk Setup: Assigned desk with standard lighting and climate control.


• Computer Use: Extended periods spent sitting at a desk and looking at a computer monitor. A laptop computer and large desktop monitor is provided.


• Communication: Regular interaction with team members in person, via phone, and through digital collaboration tools (Outlook, Teams).


• Mobility: Movement around the office to access printers, supplies and meeting rooms.

Workplace Safety & Policies

• Safety Standards: Adherence to standard indoor safety and building emergency procedures.


• Dress Code: Office dress code requirements - business casual

How to Apply:

Do not submit on LinkedIn. Please submit your resume and a cover letter outlining your relevant experience to our Director of Human Resources, Meg Graham at mgraham@hoerrschaudt.com