For details, please call Grace Gall
224-822-0230, or e-mail:
grace@monicare.com (include a JOB# in your email and have it ready when you call us). Job interviews will be set immediately for qualified candidates.
FULL-TIME ADMINISTRATIVE ASSISTANT needed in WESTMONT, IL 60521
This family office is seeking a professional, friendly and highly organized Administrative Assistant.
The position:
The Administrative Assistant will support the Partners and their Personal Assistants with travel, events and administration coordination. This person will report to the Lead Personal Executive Assistant and will work in the Westmont office. The position will start in the office full-time for 90 days and then will transition into a hybrid model with 4 days in the office and 1 day remote.
The ideal candidate will be expected to build positive, effective relationships with the team and external contact and demonstrate professionalism. The role requires high attention to detail and accuracy, excellent organizational skills, communication skills and use complete discretion regarding the interests of the Partners and office personnel to adhere to total confidentiality.
Responsibilities:
- Travel and events management
- Arrange travel and meetings by putting together itineraries and agendas, schedule private and/or commercial flights, book ground transportation, arrange lodging, make reservations for dining and outings, think through all details of a trip to put on the itinerary
- Research potential trips and activities to present to the Personal Assistants
- Communicate with external travel and entertainment resources
- Ensure timely and accurate invoices and payments
- Monitor cancellation dates and ensure proper refunds
- Assemble phot books to memorialize trips and events
- Coordinate and manage grocery list for Partners during travel
- Organize materials needed for events and travel
- Assist with preparation and execution of family events including birthdays, holidays, community events, etc.
- Administrative Support
- Collaborate with other Personal Assistants on schedule and calendar appointments
- Serve as the back-up to Personal Assistants when they are out of the office
- Prioritize completing projects and meeting deadlines
- Complete expense reports
- Create itineraries and make reservations for professional and personal meetings
- Assist with holiday letters, cards and purchases
- Property management support
- Arrange and book guest stays at the Partner properties
- Schedule cleaning services for the homes, provide weekly updates to various parties regarding guest stays and maintain property use guidelines to the guests
- Collaborate with Personal Assistants and home-based teams to ensure there is effective communication between homes and offices
Qualifications:
- Bachelor's Degree preferred
- Previous experience as an Administrative Assistant, and Executive Assistant or a Personal Assistant
- Computer savvy with advanced skills in Microsoft Office (Word, Excel, PowerPoint and Outlook), understanding and comfortable using Trello and Zoom and knowledgeable of PC operating systems (Mac operating is a plus)
- Positive attitude
- Professional demeanor
- Strong work ethic and highly responsive
- Exceptional attention to detail
- Ability to multitask
- Strong communication and presentation skills
- Highest level of integrity and confidentiality
Schedule:
Monday-Friday: 8:30am-5pm
NOTE: Some flexibility on schedule on occasion
Salary: $60,000-$70,000 per year
Benefits; The company offers a comprehensive benefits package including medical/dental insurance, paid-time-off (vacation, holidays and sick days) (at least 5 days be taken during the summer), and 401(k)
