Office Executive Assistant

Trading; Loop

Responsibilities:

Office Administration

  • Manage overall office needs, including ordering and maintenance of all office and kitchen supplies
  • Responsible for the appearance and upkeep of the office: daily walkthroughs, stocking and maintaining the kitchen and conference rooms
  • Support recruitment process: prepare and distribute documents prior to interviews and candidate debrief sessions, post and maintain internal and external job descriptions
  • Maintain Paid Time Off (PTO) tracking log and update office-wide calendar
  • Support Administrative and Executive staff with various activities (e.g. employee onboarding, event planning, etc.)
  • Manage Financial Engineer and Technology lunch schedules, remind employees of upcoming presentations and send out reminders to the Firm in advance
  • Compose and prepare correspondence and other documents
  • Welcome guests and candidates when they arrive
  • Order office lunches for various meetings
  • Professionally answer main office phone line
  • Liaise with building management to resolve office issues
  • Assist with accurate filing
  • Schedule travel arrangements for candidates and employees
  • Perform errands that assist daily functions of the office
  • Manage all mail services, including incoming and outgoing mail, FedEx, UPS, and Certified Mail requests
  • Participate in ad-hoc projects, as needed

Accounting/Compliance

  • Accounts Payable/Procurement process: Receive invoices, ensure their appropriate internal approval prior to payment, record transactions in QuickBooks, initiate payment at the bank and ensure that they are approved in a timely fashion
  • Process the American Express bill and supporting documentation on a monthly basis
  • Manage external vendor contract spreadsheet to track legal key terms, facilitate contract renewals and vendor negotiations
  • Brokerage Account Review: Obtain and compile employee brokerage account statements on a quarterly basis to provide evidence of the firm’s compliance with insider trading brokerage account review policy
  • Ensure daily receipt and correct filing of the Firm’s Supervisory Log
  • Create weekly trading summaries report for Trade Desk Manger

Executive Assistant

  • Manage calendars and schedule appointments
  • Arrange occasional travel
  • Handle personal matters, as needed

Requirements:

  • Undergraduate degree preferred
  • Excellent written and verbal communication skills
  • At least two years of relevant work experience
  • Highly proficient with MS Office
  • Detail-oriented and well-organized
  • Demonstrated ability to use good judgment when handling sensitive issues
  • Trustworthy with confidential information
  • Able to multi-task and work under pressure

JO#116195

Apply Online or download the Acrobat PDF file (160k file size) for faxing.

ABOUT US

THE LARKO GROUP SPECIALIZES IN STAFFING FOR OFFICE ADMINISTRATION AND EXECUTIVE SUPPORT FOR MANY OF CHICAGOLAND’S FINEST AND MOST REPUTABLE EMPLOYERS. TLG STAFFS DIRECT HIRE, TEMPORARY, & TEMP-TO-HIRE POSITIONS. WE ARE KNOWN FOR OUR TIMELY AND ACCURATE PLACEMENT, UNPARALLELED CUSTOMER SERVICE, AND OUTSTANDING CANDIDATES! SO WHETHER YOU’RE LOOKING TO HIRE YOUR NEXT STAR EMPLOYEE OR STEP INTO THE RIGHT JOB, LET THE LARKO GROUP WORK FOR YOU. CHICAGO’S STAFFING INDUSTRY LEADER SINCE 1993!