Administrative Assistant

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.