Administrative Coordinator

Mack & Associates, Ltd. · Chicago, United States

A well-established and growing professional services firm in Chicago is seeking a highly organized Administrative Coordinator to oversee office operations and provide administrative support to the team. Offering a salary of $85,000–$95,000 plus bonus, this full-time, fully onsite opportunity is ideal for a proactive professional who thrives in a fast-paced environment and excels at managing multiple priorities with discretion and precision. The individual in this role will be essential to maintaining efficient office operations, coordinating internal and external events, supporting leadership, and managing key administrative initiatives. The position offers the opportunity to work as a part of a close-knit team while contributing to the overall success and daily functionality of the organization. A comprehensive benefits package is offered including but not limited to medical and dental insurance as well as generous PTO.

Responsibilities of the Administrative Coordinator:

• Oversee the day-to-day operations of the Chicago office, serving as the primary liaison for building management, outside vendors, and service providers to ensure a well-maintained and efficient workplace.
• Provide high-level administrative assistance to Partners and senior leadership, including calendar management, meeting coordination, travel arrangements, and the preparation of professional correspondence and documentation.
• Prepare, edit, and format executive-level presentations, reports, and business communications using Microsoft Office, ensuring all materials are polished, accurate, and delivered within established deadlines.
• Organize and maintain confidential company and client records, oversee electronic file management, coordinate post-engagement documentation, and ensure compliance with internal recordkeeping and retention procedures.
• Act as the central contact for IT support and technology-related needs, coordinating with the firm's managed service provider to troubleshoot issues, facilitate resolutions, and maintain effective technology operations.
• Collaborate with the Marketing team to coordinate internal gatherings, client events, conferences, and industry functions, managing schedules, vendor relationships, event materials, and on-site logistics while assisting with website updates and social media initiatives.
• Manage general office administration, including supplies, equipment, incoming and outgoing mail, and other operational needs, while supporting special projects, participating in confidential meetings, documenting key takeaways, and addressing additional priorities as they arise.

Qualifications of the Administrative Coordinator:

• At least five years of experience in administrative support, office management, or similar professional role in a professional services setting; a bachelor's degree is preferred.
• Experience with SharePoint is preferred.
• Exceptional organizational and time management skills, with the ability to balance competing priorities, anticipate leadership needs, and maintain accuracy in a dynamic environment.
• Excellent written and verbal communication skills, including strong grammar, proofreading, and document preparation abilities, with the professionalism to interact effectively with senior executives, clients, vendors, and colleagues.
• Advanced proficiency in Microsoft Office, particularly Outlook, Word, Excel, PowerPoint, and Teams, with experience using QuickBooks and social media platforms also required.
• Demonstrated discretion and sound judgment when handling confidential business and client information, participating in sensitive discussions, and maintaining secure electronic records.
• A proactive, resourceful, and solutions-oriented mindset, combined with strong interpersonal skills, a collaborative attitude, and the ability to work independently while responding effectively to changing business needs.

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