Administrative Assistant, Business Technology Group

United States·ChicagoFull-Timemid

Administrative AssistantAdministration & Office Support

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Overview

Harrison Street Asset Management ("HSAM") is a leading global alternative investment management firm focused on real estate, infrastructure, and credit strategies across North America and Europe.

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Harrison Street Asset Management ("HSAM") is a leading global alternative investment management firm focused on real estate, infrastructure, and credit strategies across North America and Europe. Headquartered in Chicago, Toronto, and London with offices across North America, Europe, Asia and the Middle East, the firm has over $108 billion in assets under management on behalf of institutional investors and registered investment advisors globally.

Founded on a culture of innovation, HSAM is an early mover in alternative real estate and mid-market infrastructure. Today, the firm’s global team, consisting of more than 520 professionals, is committed to creating long-term value through deep sector expertise and forward-thinking strategies.

Under the direction of the Chief Information Officer, the Administrative Assistant provides comprehensive support to the Business Technology Group. Core responsibilities include facilitating operational activities such as invoice processing, tracking, and documentation; assisting with vendor management by monitoring contracts, renewal dates, and points of contact; coordinating BTG communications related to maintenance windows, product updates, outages and blackout dates; and booking travel and preparing expense reports. Additionally, the role is responsible for reviewing and distributing internal communications and standard documentation as instructed, maintaining team meeting minutes and task tracking, and coordinating meetings, calendars, and internal events, all in accordance with BTG leadership guidance.

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.

Other duties as assigned

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.

Harrison Street is proud to be an equal opportunity employer committed to diversity, equity and inclusion in the workplace and is an affirmative action employer. All qualified applicants will receive consideration for employment without regard to veteran status, uniform service member status, race, color, religion, sex, national origin, age, physical or mental disability, genetic information or any other protected class under federal, state, or local law.

If you require accessibility assistance applying for open positions, please contact our ADA Accessible Line at (312) 920-0500 or careers@harrisonst.com. All information you provide will be kept confidential and will be used only to the extent required to provide needed reasonable accommodations.

Harrison Street does not accept unsolicited headhunter and agency resumes. Harrison Street will not pay fees to any third-party agency or company that does not have a signed agreement with Harrison Street.