Administrative Assistant

Posted 3 days ago

swoonChicago (IL)

Secretaries and Administrative Assistants, Except Legal, Medical, and Executive Corporate, Subsidiary, and Regional Managing Offices

SENIORITY

Mid

Apply

About the role

Role Mandate: This team is seeking an experienced Administrative Assistant providing high-level support to Commercial Banking Relationship Managers and Portfolio Managers, ensuring seamless day-to-day operations for a national sales team. Serving as a maternity leave backfill, this role manages meeting coordination, travel arrangements, expense reporting, and invoice processing while maintaining strong partnerships with bankers and stakeholders, handling multiple priorities, and delivering reliable administrative support in a fast-paced banking environment. Team Structure: The Administrative Assistant will be part of a broader team of approximately 30 administrative professionals, with day-to-day support aligned to a smaller team of five. In this role, the individual will provide dedicated support to approximately 6–7 Relationship Managers and Portfolio Managers, partnering closely with stakeholders to coordinate administrative activities, manage priorities, and ensure efficient operations across the Commercial Banking team.

Role Responsibilities: • Provide high-level administrative support to large fast paced teams.• Manage complex calendars, schedule meetings, and coordinate logistics.• Plan and support team meetings, events, and departmental activities.• Prepare reports, presentations, correspondence, and other business documents.• Process invoices, expense reports, and budget-related activities.• Coordinate travel arrangements and associated logistics.• Maintain organized records, filing systems, and administrative processes.• Responsible for client data and report generation in Salesforce• Act as a liaison with internal teams, external vendors, and business partners.• Support office operations, including onboarding, workspace coordination, and supply management.

Must Have: Skills:• Priority: Must be able to adhere to the schedule of 5x per week in office 8:30am-5pm CT• 4+ years of administrative or executive support experience.• Postsecondary education (doesn’t need to be relevant)• Strong organizational skills and attention to detail.• Excellent written and verbal communication skills.• Strong problem-solving and critical thinking abilities.• Ability to manage multiple priorities and work independently.• Proven ability to build effective relationships with a wide range of stakeholders.• Experience supporting senior executives or multiple leaders in a large corporate environment.• Previous experience in banking, financial services, or a highly regulated industry• Advanced Microsoft Office skills, including Power Point, Excel, Outlook, Teams, and Word.• Experience coordinating large meetings, events, town halls, or leadership offsites.• Knowledge of Workday, Concur, SAP, Service Now, or similar corporate systems.• Ability to manage competing priorities and remain calm under tight deadlines.

Before you apply

Applying takes about a minute. These four things decide how fast it moves after that.

Your profile is current

It's what we read first. Occupations, seniority and locations matter more than a long history.

Two examples you can talk through

Not a portfolio — just two pieces of work where you can explain the decisions and what you'd change.

A number in mind

What you're on now and what would make you move. We negotiate better when we know both.

Your notice period

Employers plan around it, and it's the question that stalls offers most often.

Once you apply, someone reads it and calls you before anything reaches the employer — usually within two working days.