Brokerage Coordinator
Mack & Associates, Ltd., Chicago, IL, United States
A Financial services company in Chicago is seeking a highly organized and detail-oriented Administrative Assistant to support a team of investment professionals. This fully in-person role offers a salary range of $65,000–$80,000 and plays a critical part in ensuring the day-to-day operations of the team run smoothly and efficiently. This position supports Portfolio Managers and Analysts across multiple sector teams and is ideal for someone who thrives in a fast-paced environment, enjoys multitasking, and takes pride in keeping teams organized, prepared, and operating at a high level.
Key Responsibilities of the Administrative Assistant:
Coordinate and manage complex calendars, including scheduling analyst calls, internal meetings, and external engagements Organize and oversee conference logistics, including registration, scheduling meetings, and preparing detailed itineraries Arrange and manage travel plans, including flights, hotels, and transportation, ensuring alignment with conference schedules and individual preferences Prepare materials for meetings and conferences, including pulling, organizing, and printing financial models and reports as needed Support multiple sector teams by prioritizing administrative needs and ensuring seamless day-to-day operations Track conference attendance and adjust travel plans based on evolving schedules and team needs Serve as a central point of coordination for the team, maintaining clear communication and execution across all moving parts Assist with additional administrative tasks to support Portfolio Managers, Analysts, and overall team productivity Qualifications of the Administrative Assistant:
2+ years of experience in an administrative, executive assistant, or similar support role Strong organizational and time management skills with the ability to handle multiple priorities High attention to detail, especially when managing scheduling, travel logistics, and documentation Excellent written and verbal communication skills Proficiency in Microsoft Office Suite (Outlook, Excel, Word, PowerPoint) Ability to thrive in a fast-paced, team-oriented environment Proactive mindset with strong problem-solving skills Professionalism and discretion when handling sensitive information
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Coordinate and manage complex calendars, including scheduling analyst calls, internal meetings, and external engagements Organize and oversee conference logistics, including registration, scheduling meetings, and preparing detailed itineraries Arrange and manage travel plans, including flights, hotels, and transportation, ensuring alignment with conference schedules and individual preferences Prepare materials for meetings and conferences, including pulling, organizing, and printing financial models and reports as needed Support multiple sector teams by prioritizing administrative needs and ensuring seamless day-to-day operations Track conference attendance and adjust travel plans based on evolving schedules and team needs Serve as a central point of coordination for the team, maintaining clear communication and execution across all moving parts Assist with additional administrative tasks to support Portfolio Managers, Analysts, and overall team productivity Qualifications of the Administrative Assistant:
2+ years of experience in an administrative, executive assistant, or similar support role Strong organizational and time management skills with the ability to handle multiple priorities High attention to detail, especially when managing scheduling, travel logistics, and documentation Excellent written and verbal communication skills Proficiency in Microsoft Office Suite (Outlook, Excel, Word, PowerPoint) Ability to thrive in a fast-paced, team-oriented environment Proactive mindset with strong problem-solving skills Professionalism and discretion when handling sensitive information
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