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DiMeo Schneider & Associates

Executive & Office Assistant

September 25, 2019 | Chicago, IL

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DiMeo Schneider & Associates is seeking a trusted confidant to provide modern administrative support and direction, the latest technical expertise, and initiative and anticipation of associate and office needs. The Executive & Office Assistant is a go-to influencer of executive effectiveness and the associate experience. This vital role clears the path for productivity and helps drive new efficiencies to deliver top-notch client, associate and operational services.

Job Functions

  • Provides firm Executives and Directors with administrative support and assistance with:
    • Processing business expenses in a timely fashion
    • Booking travel and accommodations and arranging business entertainment experiences
    • Preparing memos, letters and forms on behalf of firm Executives and Directors
    • Managing calendars and scheduling appointments
    • Assembling meeting materials, booking room reservations and anticipating meeting needs
  • Creates and manages a positive office experience for DSA associates by:
    • Predicting needs, ordering and maintaining: office supplies, kitchen supplies, tools and resources
    • Recommending vendors who offer quality products and services at a reasonable cost
    • Preserving and maintaining a clean, safe and organized office
    • Coordinating and/or leading firm events, including catering requests
    • Proactively identifying and resolving office needs
  • Develops, improves and maintains administrative processes, procedures and forms
  • Collaborates with front receptionist on:
    • Creating and maintaining an exceptional visitor experience
    • Substituting for front receptionist daily, answering telephones/directing callers to the appropriate associate
  • Performs other Operations duties and assists with ad-hoc requests and projects


  • Bachelor’s degree required with a preferred concentration in Business Administration
  • 2 years of Administrative Assistant experience or other relevant experience
  • Proficient in Microsoft Suite
  • Concur Solutions experience is a plus
  • Flexible when priorities shift, resourceful and able to work autonomously
  • Detail oriented with a high level of accuracy and a passion for organization
  • Excellent oral and written communication skills are essential
  • Must maintain unwavering discretion with sensitive information
  • Thrives on supporting others
  • Proven prioritization and time management skills
  • Thinks outside of the box and takes initiative
  • Exceeds client and associate expectations by creatively delivering assistance
  • Thoughtfully driven, accountable and able to check your ego

Travel Requirements

  • Less than 5% travel for trainings and/or business events

Work Environment

  • This role works in a professional office environment located in downtown Chicago
  • This role routinely uses standard office equipment such as computers, phones and photocopiers

Physical Demands

The physical demands described here are representative of those that must be met by an associate to successfully perform the essential functions of this job.

  • Sitting, particularly for sustained periods of time
  • Regularly required to speak and hear
  • Frequently required to stand, walk, use hands and fingers, handle or feel and reach with hands and arms
  • Ability to lift up to 25 pounds
  • Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions

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Why Choose DiMeo Schneider & Associates, L.L.C.?

Headquartered in Chicago’s financial district with additional offices in Austin, Texas and Washington, DC, the firm strives to provide impartial, cost effective investment consulting to plan sponsors, non-profit organizations and private clients. Seasoned professionals make use of leading edge technology to deliver a variety of services including: investment policies, performance evaluation, asset allocation analysis, administrative/trustee search, asset liability analysis, spending policies, manager/fund search, cost/benefit analysis. The firm prides itself on the level of service it provides to each client and a proactive approach. DiMeo Schneider & Associates, L.L.C. is an equal opportunity employer committed to fostering a diverse workforce; women and minority candidates are especially encouraged to apply.