Administrative Assistant

Job Title: Administrative Assistant

Location: Chicago, IL (Downtown; in-office position)

Job Type: Full-Time

Reports To: Advisor Team

JOB SUMMARY

We are an SEC-Registered Investment Advisory Firm seeking a highly organized, detail-oriented, and proactive Administrative Assistant to support our team and ensure seamless office operations. This role requires strong multitasking abilities, excellent communication skills, and proficiency in office software. The ideal candidate is professional, discreet, and committed to maintaining an efficient work environment.

KEY RESPONSIBILITIES

• Serve as the first point of contact by managing phone calls, emails, and correspondence professionally.
• Organize and coordinate appointments, meetings, and events while ensuring strong client interactions.
• Maintain and update filing systems, databases, and records accurately.
• Prepare, proofread, and edit reports, presentations, and essential documents.
• Assist with compliance procedures to ensure regulatory adherence.
• Support bookkeeping functions, including processing invoices, expense reports, and budget tracking.
• Manage office supply and inventory ordering.
• Handle confidential information with discretion.
• Provide administrative support to team members and assist with special projects as needed.
• Facilitate tax season-related administrative duties.
• Oversee compliance and archiving procedures for documents and investment transactions.
• Assist with client account setup, transfers, and investment instructions.
• Prepare client reports and manage paperwork for new and existing accounts.
• Ensure accurate logging and maintenance of client records.
• Maintain the office schedule, set appointments, and manage the reception desk.
• Perform additional duties and projects assigned.

QUALIFICATIONS

Required:

• Associate or bachelor’s degree preferred.
• Proven experience in an administrative or office support role.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other office management software.
• Strong organizational skills with attention to detail.
• Excellent verbal and written communication skills.
• Ability to prioritize tasks, multitask efficiently, and meet deadlines.
• Professional demeanor with the ability to work independently and collaboratively.

Preferred:

• Experience in the financial services industry (Schwab platform experience is a plus).
• Familiarity with CRM or project management tools such as Redtail.
• Knowledge of pricing management software (Advyzon, Morningstar, or Black Diamond).
• Ability to thrive in a fast-paced financial services environment.

COMPENSATION & BENEFITS

• Salary: $50,000-$60,000 (dependent on experience) plus discretionary bonus.
• Health Insurance: Comprehensive plan options.
• Paid Time Off: PTO and recognized holidays.
• Retirement Plan Options: 401(k) and 401(k) matching.

AN EQUAL OPPORTUNITY EMPLOYER: CTS Financial Group is an equal opportunity employer and does not discriminate based upon race, color, religion, sex, sexual orientation, pregnancy, marital status, national origin, citizenship, veteran status, ancestry, age (over 40), physical or mental disability, medical condition (cancer-related), gender identity or expression, genetic information including sickle cell or hemoglobin C trait, or any other consideration made unlawful by applicable federal, state, or local law.

You are a U.S. citizen, U.S. permanent resident or possess other unrestricted U.S. work authorization and will not require sponsorship for U.S. work authorization now or anytime in the future.