Administrative Assistant, Business Technology Group

Harrison Street

Administrative Assistant supporting operational activities for the Business Technology Group at HSAM. Collaborating on various administrative tasks and managing communications and documentation.

Posted 5/5/2026full-timeChicago • Illinois • 🇺🇸 United StatesMid-LevelSenior💰 $70,000 - $90,000 per yearWebsite

About the role

Key responsibilities & impact

Assist with scheduling meetings, maintaining calendars, and coordinating internal events.
Coordinate preparation and distribution of materials for BTG leadership meetings (e.g., agendas, pre-reads, action item logs).
Assist with booking travel and preparing expense reports.
Review and distribute internal communications, notifications, and standard documentation, as instructed by BTG leadership.
Maintain meeting minutes, documentation, trackers, and status updates for internal BTG meetings under guidance from BTG leadership.
Coordinate with other administrative staff, business teams, and the BTG relative to initiatives that have cross functional impact.
Support ad hoc administrative initiatives, as requested.
Participate in meetings or training sessions, as needed.
Support BTG operational activities by receiving, processing, tracking, and managing all BTG related invoices.
Assist with tracking third-party vendor contracts, renewal dates, and points of contact.
Coordinate with Accounting to resolve invoice discrepancies, missing documentation, or approval delays.
Maintain standardized vendor folders with contracts, statements of work, and renewal information.
Assist with coordinating and sending communications related to maintenance windows, outages, product updates, etc. for technology platforms.
Coordinate periodic audits of team artifacts and documentation to ensure materials are organized, up to date, and archived per guidance.

Requirements

What you’ll need

High school diploma or equivalent required; associate or bachelor’s degree preferred.
3+ years of experience in an administrative assistant or coordination role.
Strong organizational, documentation, and communication skills.
Proficiency with Microsoft Office and collaboration tools (Outlook, Teams, SharePoint).
Ability to manage multiple priorities and work independently with guidance.
Must be able to maintain professional and effective working relations with supervisors, co-workers.
Must be able to work flexible hours, including weekends and evenings.

Benefits

Comp & perks

medical programs
financial programs
wellness programs
generous discretionary bonus

ATS Keywords

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Applicant Tracking System Keywords

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Hard Skills & Tools

administrative supportcalendar managementexpense reportingdocument preparationinvoice processingcontract managementauditingmeeting coordinationvendor managementcommunication management

Soft Skills

organizational skillsdocumentation skillscommunication skillsability to manage multiple prioritiesindependent workprofessional relationsflexibilityteam collaborationattention to detailproblem-solving

Certifications

high school diplomaassociate degreebachelor's degree