Office Associate

Overview We provide clarity in a world of trade complexity so that businesses can grow further, faster, smarter. Over 30,000 clients trust us with their customs brokerage, trade consulting, global trade management and freight needs. Responsibilities We are seeking a detail-oriented and proactive Administrative Office Assistant to support day-to-day operations in our Schaumburg office. This role is essential in maintaining smooth office workflows, enhancing team productivity, and ensuring a professional and welcoming environment. The ideal candidate is organized, communicative, and comfortable managing multiple priorities in a dynamic setting. Manage incoming and outgoing mail and shipments (USPS, FedEx, UPS), including sorting and distribution Support new hire onboarding by coordinating equipment setup, inventory tracking, and shipping logistics Prepare reports, meeting minutes, and professional correspondence for leadership and team members Assist in planning and coordinating in-office visits from corporate leaders, including logistics and hospitality Maintain calendars, schedule meetings, and coordinate appointments and travel arrangements Organize conference calls, meetings, and events, including room setup, technology, and catering needs Process and track expense reports in a timely manner Provide reception coverage as needed, including answering and routing calls professionally and efficiently Respond to general inquiries and direct requests to appropriate departments or personnel Perform data entry, document preparation, and administrative tasks using Microsoft Office Suite Compile, scan, and organize documents to support operational and reporting needs Prepare and edit documents for internal and external distribution Support the Operations Team with reporting, communications, and meeting coordination Maintain compliance with company policies, procedures, and best practices Take on additional administrative tasks and special projects as assigned Adhere to established policies and procedures. Qualifications Proficient with Microsoft Office (Outlook, Word, Excel and PowerPoint) Proactive organizational and time-management skills Strong ability to handle sensitive and confidential information Excellent verbal and written communication and interpersonal skills Ability to multitask, work independently and as part of a team Professional demeanor with strong customer service skills High level of attention to detail and accuracy Experience 2 years of related experience Education Required: High School/GED or equivalent Preferred: Associates Degree or post-secondary education We know that women and people of color may be less likely to apply if their professional experience does not exactly match the job description. Livingston is striving to build a culture where differences are celebrated; therefore, if you are excited about this position, we encourage you to apply even if your experience may not check every box. We are an equal opportunity employer, and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity or expression, pregnancy, age, national origin, disability status, genetic information, protected veteran status, or any other characteristic protected by law. #J-18808-Ljbffr Livingston International