Administrative Associate in Chicago, Illinois at Financial Services

A full-service private family office in downtown Chicago is seeking a detail-oriented, proactive Administrative Associate to support a team responsible for financial transactions, account management, and day-to-day operational workflows.

This role is ideal for someone with a strong administrative and operations background who is highly organized, enjoys working with numbers, and thrives in a fast-paced, service-oriented environment.

Key Responsibilities

• Prepare banking documentation for new account openings, account maintenance, and online portal enrollments
• Initiate wires, ACH transfers, DTC transfers, and check requests
• Deposit and retrieve checks (via bank or mobile applications)
• Monitor shared inboxes, manage communications, and coordinate timely follow-up on requests
• Maintain and organize documents, financial statements, and tax portal accounts
• Ensure CRM systems and shared file structures remain accurate, organized, and up to date
• Support operational initiatives, process improvements, and assist with training team members on procedures

• Strong administrative foundation with excellent organizational and time-management skills
• High level of comfort working with numbers, financial data, and transaction processing
• Detail-oriented with the ability to manage multiple priorities and meet deadlines
• Strong written and verbal communication skills with a client-service mindset
• Proactive, adaptable, and dependable with a commitment to accuracy and quality work
• Demonstrates integrity, discretion, and a collaborative approach