Administrative Assistant
Company: TeamFicient | Location: Chicago, IL (Hybrid) | Employment Type: Full-Time | Salary: TBD
Work Schedule
- In-Person Days: Monday and Wednesday (required on-site)
- Remote Days: Tuesday, Thursday, and Friday (work from home)
- A third in-person day may be required occasionally based on business needs
- Occasional weekend availability required for podcast recordings and events
Why Join Us?
At TeamFicient, our team spans multiple countries and regions, and we stay connected by operating within EST, CST, and PST time zones.
- Work Without Borders: Collaborate daily with experts from around the world and gain international exposure.
- Built for Remote: Join a hybrid culture designed for autonomy, flexibility, and trust.
- Diverse Perspectives: Be part of a multicultural team where different backgrounds are our greatest strength.
- Grow Globally: Expand your career on a global stage, learning how business works across different cultures and continents.
About the Role
Our client is a dynamic, mission-driven technology and management firm based in Chicago, IL, with decades of experience delivering innovative solutions to public and private sector organizations. The company operates at the intersection of technology, culture, and community impact — and its leadership is equally active across civic, business, and creative and community initiatives.
We are looking for a polished, proactive Administrative Assistant to provide comprehensive support to the CEO/President. This is a high-visibility, fast-paced role that requires someone who thrives under pressure, exercises strong judgment, and brings energy, discretion, and professionalism to everything they do. If you're a self-starter who loves staying organized, supporting visionary leadership, and being part of something bigger than a desk job — this is your role.
Core Responsibilities
CEO/President Support
- Provide comprehensive, day-to-day executive support to the CEO/President
- Manage and maintain the CEO/President's calendar; prioritize inquiries, troubleshoot scheduling conflicts, and make proactive recommendations for smooth daily operations
- Update and maintain databases on behalf of the CEO/President
- Assist with travel arrangements and remain available during travel to address last-minute changes or cancellations
Office Management
- Serve as liaison with the landlord and building management on office-related matters
- Provide timely, proactive management of the office environment
- Maintain physical and electronic filing systems for the CEO/President and other assigned areas
- Provide limited HR support including assistance with recruitment, new hire orientations, and onboarding
Administrative Functions
- Draft error-free emails, letters, and communications for events and announcements
- Schedule and coordinate internal and external meetings; take notes and distribute agendas and meeting minutes
- Coordinate and execute email blasts and mail campaigns to promote events and initiatives
- Manage follow-up communications and outreach related to event planning and attendance
- Maintain digital files and ensure information is organized and accessible
- Handle all tasks with a high degree of confidentiality and discretion
Candidate Qualifications
Must-Haves
- 2+ years of administrative experience in a professional environment
- Event management experience, including working with major events
- Proficiency in Outlook, Word, Excel, and PowerPoint
- Experience with web conferencing tools such as Zoom or WebEx
- Familiarity with email marketing and event platforms (Mailchimp, Eventbrite, Posh, or similar)
- Basic understanding of AI tools
- Knowledge of YouTube and social media platforms
- Ability to multitask, work independently, and manage competing priorities
- Exceptional attention to detail and organizational skills
- Ability to maintain composure and professionalism in a fast-paced, high-profile environment
- Occasional weekend availability for podcast recordings and events
Good to Haves
- Spanish proficiency (bilingual — written and verbal) strongly preferred
- Some experience with Photoshop and/or Canva
- Fashion interest or background is a plus
Application Requirement
- Applications submitted through any other channel, including direct email submissions, will not be accepted or reviewed. This is a firm, non-negotiable requirement.
Benefits:
Work Location: Hybrid remote in Chicago, IL 60616
