Provides executive and administrative support, including calendar management, meeting and travel coordination, visitor arrangements, invoice processing, company credit card expenditures, document preparation, confidential file maintenance, and conference room setup. Collaborates with administrative staff and cross-functional teams, supports executive projects, communicates professionally, and improves administrative processes while meeting deadlines.
SUMMARY
- Work closely with the CTC Global management team to provide support for teams with meetings, visitors, calendars, travel and general administrative tasks.
- Works closely with other members of the administrative office staff to the overall benefit of the company’s goals and objectives.
- Complete a broad variety of administrative tasks expeditiously, ensuring all tasks are completed on time and with excellence.
- Communicate with internal and external parties as needed in a professional manner.
- Manage a variety of special, high impact projects for executives while maintaining confidentiality and discretion.
- Gain knowledge of the daily operations of the assigned teams to create efficiencies with administrative tasks.
- Other projects as assigned.
- ESSENTIAL DUTIES AND RESPONSIBILITIES:
- Support administrative tasks as directed
- Process invoices
- Handle expenditures on company credit card
- Schedule and coordinate meetings
- Coordinate travel, meals and meetings, among other tasks for CTC Executives
- Coordinate travel, meals and meetings, among other tasks for visitors
- Coordinate invitation letters and tender support documents for signature
- Accurately and confidentially maintain all files as applicable, notably commercial contracts files
- Prepare conference / meeting rooms
- Collaborate cross-departmentally including with other administrative personnel
- Maintain executive calendars
- Other tasks as assigned
- High school diploma required
- 7+ years of related work experience preferred
- Excellent written and verbal communication skills
- Excellent teamwork skills
- Ability to execute projects to given timelines and deliverables
- Ability to remain flexible and agile in a constantly changing environment
- Excellent Microsoft Office skills (word, excel, power point) and Adobe
- Must respect confidential information
- Demonstrates HHS qualities
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What you need to know about the Chicago Tech Scene
With vibrant neighborhoods, great food and more affordable housing than either coast, Chicago might be the most liveable major tech hub. It is the birthplace of modern commodities and futures trading, a national hub for logistics and commerce, and home to the American Medical Association and the American Bar Association. This diverse blend of industry influences has helped Chicago emerge as a major player in verticals like fintech, biotechnology, legal tech, e-commerce and logistics technology. It’s also a major hiring center for tech companies on both coasts.
Key Facts About Chicago Tech
- Number of Tech Workers: 245,800; 5.2% of overall workforce (2024 CompTIA survey)
- Major Tech Employers: McDonald’s, John Deere, Boeing, Morningstar
- Key Industries: Artificial intelligence, biotechnology, fintech, software, logistics technology
- Funding Landscape: $2.5 billion in venture capital funding in 2024 (Pitchbook)
- Notable Investors: Pritzker Group Venture Capital, Arch Venture Partners, MATH Venture Partners, Jump Capital, Hyde Park Venture Partners
- Research Centers and Universities: Northwestern University, University of Chicago, University of Illinois Urbana-Champaign, Illinois Institute of Technology, Argonne National Laboratory, Fermi National Accelerator Laboratory
