Administrative Assistant

Wilma’s Hospitality Group DBA Wilma’s Famous BBQ & Tavern

Job Requisition: Administrative Assistant

Location: 17 N. Wabash Ave., Floor 2, Chicago, IL 60602

Department: Administration

Reports To: HR Manager

FLSA Status: Exempt

Prepared By: Recruiting Team

Date: April 18, 2025

Position Summary:

Wilma’s Hospitality Group is seeking a highly organized, proactive, and dependable Administrative Assistant to provide comprehensive administrative support to senior leadership, management staff, the HR department, and the catering & events team. The ideal candidate will be a self-starter with exceptional multitasking skills and a strong commitment to confidentiality and professionalism. This role requires the ability to work independently with minimal instruction and manage shifting priorities with ease.

Key Responsibilities:

• Calendar Management: Coordinate complex calendars for multiple leaders, schedule meetings, appointments, and events, and resolve scheduling conflicts efficiently.
• Travel Coordination: Arrange domestic travel, accommodations, and itineraries for executives and teams. Ensure seamless travel experiences with detailed planning.
• HR and Administrative Support: Prepare and edit correspondence, communications, presentations, and other documents. Maintain organized filing systems (electronic and paper).
• Meeting Coordination: Schedule, plan, and support meetings, including preparing agendas, taking minutes, and tracking action items.
• Office Operations: Handle office-related tasks such as ordering supplies, receiving mail and deliveries, managing office equipment maintenance, and ensuring a clean, professional environment.
• Event Support: Assist the catering & events team with planning, scheduling, and logistical coordination for internal and external events.
• Confidentiality: Manage sensitive information with discretion and maintain confidentiality at all times.
• Cross-functional Collaboration: Liaise with various departments to support company-wide initiatives and ensure smooth communication.
• Occasional Travel: Must be available for occasional travel to other restaurant locations to support events or leadership needs.
• Transportation: Must have reliable transportation, valid driver’s license and current insurance to travel between restaurant locations and off-site events as needed.

Qualifications:

• 3 years of experience in an administrative assistant role supporting multiple leaders.
• Proficiency with Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) and collaboration tools (e.g., Teams, Zoom, Google Workspace).
• Strong verbal and written communication skills.
• Exceptional organizational and time management skills.
• Ability to work independently and proactively in a fast-paced environment.
• High level of professionalism and strong sense of discretion and confidentiality.
• Experience supporting event planning and coordination preferred.
• Must possess valid driver’s license and reliable personal transportation.
• Eager to expand knowledge in bookkeeping and QuickBooks (training available).
• Experience working in a multi-unit restaurant or hospitality organization.
• Adept in HR processes including onboarding and I-9 management.
• Familiarity with event planning logistics and catering coordination.

Work Environment and Physical Requirements:

• Standard office environment with occasional off-site responsibilities.
• May require lifting up to 20 lbs. for event support or office supply management.
• Must be able to sit or stand for extended period during special events and activities.
• Ability to navigate the downtown Chicago area by walking, public transportation, or ride-share services (e.g. Uber or Lyft).

Equal Opportunity Employer Statement:Wilma’s Hospitality Group is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees.

Compensation: Competitive salary commensurate with experience. Benefits package available.

To Apply: Submit your resume and a brief cover letter outlining your relevant experience and why you’re a great fit for this role.

Job Type: Full-time

Pay: $45,000.00 - $55,000.00 per year

Benefits:

• Dental insurance
• Health insurance
• Paid time off
• Professional development assistance
• Vision insurance

Schedule:

• 8 hour shift
• Monday to Friday
• Weekends as needed

Experience:

• Administrative support: 3 years (Required)
• Human resources: 1 year (Required)
• Restaurant: 1 year (Preferred)

Ability to Commute:

• Chicago, IL 60602 (Required)

Ability to Relocate:

• Chicago, IL 60602: Relocate before starting work (Required)

Work Location: In person

Salary : $45,000 - $55,000