Administrative Assistant — Operations & Project Support (Hybrid - Chicago, IL)

At Allstate, great things happen when our people work together to protect families and their belongings from life’s uncertainties. And for more than 90 years, our innovative drive has kept us a step ahead of our customers’ evolving needs. From advocating for seat belts, air bags and graduated driving laws, to being an industry leader in pricing sophistication, telematics, and, more recently, device and identity protection. 

Job Description

The Administrative Assistant — Operations & Project Support provides high-level administrative and operational support to leaders and team members within Law & Regulation. This role serves as a key partner in ensuring the efficient execution of daily business activities through calendar management, meeting coordination, travel and expense administration, document preparation, communications support, and general office operations.

In addition to core administrative responsibilities, this position supports departmental operations, team initiatives, and project-related activities by coordinating information, tracking deliverables, preparing materials, and facilitating follow-through on key priorities. The successful candidate is highly organized, detail-oriented, proactive, and able to manage competing priorities while exercising sound judgment, professionalism, and discretion in a fast-paced, collaborative environment.

Key Responsibilities:

Administrative Support

• Provide comprehensive administrative support to leaders and team members within an assigned Law & Regulation functional area.

• Manage complex calendars, coordinate meetings and events, reserve conference space, and oversee meeting logistics for both virtual and in-person engagements.

• Coordinate travel arrangements and prepare expense reports, invoices, and related documentation in accordance with company policies and budget guidelines.

• Manage and prioritize incoming communications, including calls, emails, mail, and shared mailbox inquiries, ensuring timely and appropriate follow-up.

• Draft, edit, proofread, and format correspondence, reports, presentations, and other business documents.

• Prepare meeting agendas, organize meeting materials, capture notes as needed, and track action items through completion.

• Maintain organized records, files, and documentation while responding to a variety of administrative requests.

Operations & Team Support

• Support the day-to-day operational needs of an assigned functional area within Law & Regulation.

• Gather, organize, and maintain information, data, and supporting materials for presentations, leadership updates, reports, and departmental communications.

• Monitor shared mailboxes, triage requests, route inquiries to appropriate stakeholders, and assist in preparing responses to routine inquiries.

• Support matter management and document management processes, including intake coordination, document tracking, file organization, vendor billing, and collaboration with internal business partners.

• Assist with onboarding and team integration activities by helping new team members navigate department resources, processes, and tools.

• Project and program coordination.

• Contribute to special assignments, operational initiatives, and departmental projects as needed.
   

Education & Experience

• Bachelor's degree or equivalent experience.

• 4 or more years of administrative support experience .

• Experience supporting senior leaders, legal, compliance, operations, or other corporate functions.

• Ability to work from the Chicago office as business needs require.

Skills & Competencies

• Proficiency in MS Office Suite: Microsoft Outlook, Word, Excel, PowerPoint, MS Teams, Share-point and other business applications.

• Demonstrated administrative, organizational, and office management expertise.

• Strong calendar management and meeting coordination skills.

• Excellent written, verbal, and interpersonal communication abilities.

• Exceptional attention to detail, including document preparation, proofreading, and formatting.

• Strong planning, prioritization, and time-management skills with the ability to manage multiple competing demands.

• Ability to manage highly confidential and sensitive information with discretion and professionalism.

• Strong problem-solving skills, initiative, and commitment to follow-through.

• Ability to collaborate effectively across a matrixed organization and establish productive working relationships at all levels.

• Comfortable supporting both routine administrative activities and project-related work.

• Experience coordinating travel arrangements and processing expenses.

Supervisory Responsibilities

• This position does not have supervisory responsibilities.

Education & Experience (in lieu)

• In lieu of the above education requirements, an equivalent combination of education and experience may be considered.

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Skills

Administrative Support, Calendering, Communication, Effective Written Communication, Email Support, Expenses, Microsoft Office, Microsoft Windows Office, Operations Support, Project Coordination, Scheduling Meetings, Travel Management, Verbal Communications

Compensation

Compensation offered for this role is 30.10 - 45.13 per hour and is based on experience and qualifications.

The candidate(s) offered this position will be required to submit to a background investigation.

 

Joining our team isn’t just a job — it’s an opportunity. One that takes your skills and pushes them to the next level. One that encourages you to challenge the status quo. One where you can shape the future of protection while supporting causes that mean the most to you. Joining our team means being part of something bigger – a winning team making a meaningful impact.

Allstate generally does not sponsor individuals for employment-based visas for this position.

Effective July 1, 2014, under Indiana House Enrolled Act (HEA) 1242, it is against public policy of the State of Indiana and a discriminatory practice for an employer to discriminate against a prospective employee on the basis of status as a veteran by refusing to employ an applicant on the basis that they are a veteran of the armed forces of the United States, a member of the Indiana National Guard or a member of a reserve component.

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It is the Company’s policy to employ the best qualified individuals available for all jobs. Therefore, any discriminatory action taken on account of an employee’s ancestry, age, color, disability, genetic information, gender, gender identity, gender expression, sexual and reproductive health decision, marital status, medical condition, military or veteran status, national origin, race (include traits historically associated with race, including, but not limited to, hair texture and protective hairstyles), religion (including religious dress), sex, or sexual orientation that adversely affects an employee's terms or conditions of employment is prohibited. This policy applies to all aspects of the employment relationship, including, but not limited to, hiring, training, salary administration, promotion, job assignment, benefits, discipline, and separation of employment.

 

Allstate provides a comprehensive technology setup, including a laptop, monitors, headset, keyboard, and mouse. Employees eligible to work from home also receive a monthly connectivity reimbursement to help offset internet costs.

 

When working from home, you must have a dedicated, private workspace free from distractions, along with appropriate desk and seating. Reliable internet is required, with minimum speeds of 50 MB download and 5 MB upload.