Administrative Services Assistant

Administrative Services AssistantDuration: 8+ Months (Possible Extension) Location: Chicago, ILKey ResponsibilitiesServe as a trusted administrative resource supporting PCC, Community Investment, and other departments as assigned.Coordinate calendars, meetings, logistics, and materials to support efficient business operations.Assist with travel arrangements, expense reporting, presentation development, and document preparation.Maintain distribution lists, shared mailboxes, group calendars, records, and administrative documentation.Create surveys, monitor participation, compile results, and provide reporting to support decision-making.Provide flexible coverage and support for Executive Assistants and administrative professionals as business needs require.Support ERG initiatives, recognition programs, learning opportunities, and employee engagement activities.Catering CoordinationServe as the primary point of contact for internal catering requests.Coordinate catering orders, vendor communications, delivery logistics and room setup requirements.Confirm attendee counts, dietary restrictions, and service requirements.Build productive relationships with approved vendors and identify service improvements.Vendor Administration & Financial SupportSupport vendor onboarding, documentation, and administration activities.Process purchase orders, contracts, invoices, and supporting documentation.Track expenditures, reconcile invoices, maintain records, and assist with budget reporting.Office OperationsProvide reception and visitor support as needed.Coordinate promotional items, gifts, and related administrative requests.Support facilities-related administrative activities and vendor coordination.Help maintain a safe, professional, and welcoming workplace environment.QualificationsEducation: High school diploma required; Associate's or Bachelor's degree preferred.Experience: Three or more years of administrative support, office coordination, hospitality, executive support, event coordination, or related experience.Technical Skills: Proficiency in Microsoft Outlook, Word, Excel, PowerPoint, Teams, and SharePoint.The Ideal Candidate Is:Service-oriented and passionate about creating positive employee and guest experiences.Highly organized with strong attention to detail and follow-through.Comfortable managing multiple priorities in a fast-paced environment.Adaptable, resourceful, and proactive in identifying solutions.An effective communicator who builds strong relationships across teams.Professional, dependable, and trusted to handle sensitive information with discretion.Energized by supporting people, programs, events, and workplace initiatives that contribute to a positive culture and employee experience.