Administrative Assistant
Pay: $28/hour
Shift: Monday-Friday, 8:30am-5pm
Location: Northbrook, IL, Hybrid, 3 days onsite, 2 days work from home
Benefits: Med/Den/Vis, 401(K), PTO and Paid Holidays
This role provides comprehensive administrative support to a senior executive or department, ensuring the efficient and effective operation of their work. The Administrative Assistant acts as a key communication interface between teams, departments, and external contacts, managing a high volume of sensitive information with discretion and professionalism.
Responsibilities:
- Calendar Management:
- Manage complex calendars for multiple individuals, including global time zone coordination.
- Schedule meetings, appointments, and events with a high degree of accuracy and attention to detail.
- Manage conflicts and anticipate needs to prevent overbooking and ensure time is utilized wisely.
- Travel Coordination:
- Arrange domestic and international travel, including booking flights, hotels, and transportation.
- Process expense reports and reconcile travel invoices.
- Communication and Information Management:
- Prepare, edit, and distribute presentations, reports, correspondence, and other materials.
- Manage internal and external communications, including newsletters, announcements, and project updates.
- Maintain accurate records and files, ensuring confidentiality and compliance with retention policies.
- Resource Management:
- Manage onboarding and offboarding processes for new employees and contractors.
- Maintain accurate rosters, distribution lists, and vendor contact information.
- Financial Administration:
- Assist with budget management, tracking expenses, and generating financial reports.
- Process purchase orders and manage vendor contracts.
- Virtual Meeting Support:
- Manage virtual meetings using platforms such as Microsoft Teams and Zoom, including scheduling, technical support, and record keeping.
- Project Support:
- Provide administrative support for projects, including meeting coordination, task management, and documentation.
Qualifications:
- Education: Associate degree or bachelor’s degree preferred.
- Experience: 3-7 years of proven experience in senior-level administrative support.
- Technical Skills:
- Advanced proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook, Visio, SharePoint).
- Experience with virtual meeting platforms (Microsoft Teams, Zoom).
- Familiarity with financial systems (Ariba, Concur, Sharepoint) preferred.
- Soft Skills:
- Exceptional organizational and time management skills.
- Excellent communication skills, both written and verbal.
- Strong attention to detail and accuracy.
- Ability to prioritize tasks and manage multiple projects simultaneously.
- Discretion and confidentiality in handling sensitive information.
- Proactive and self-motivated with the ability to work independently and as part of a team.
This job description is not intended to be all-inclusive. Employees may be required to perform other duties as assigned.