Administrative Assistant

Administrative Assistant

Under the direction of the Executive Operations Manager, the Administrative Assistant provides front desk support and assists with supporting the Company's day to day operations. The ideal candidate will be a highly organized self-starter with a keen attention to detail and an outgoing, friendly, and professional disposition. While this position works closely with the Office Manager, they will need to be able to work independently, taking initiative and following through on tasks and responsibilities with limited direction at times.

This is a full-time, in-person position based at our Oak Brook office, Monday through Friday from 8:00 am to 5:00 pm. Some schedule flexibility may be required to support occasional off-hours events or meetings, typically 2-3 times per quarter. This role participates in a remote after-hours on-call rotation (typically one week on, one week off) to support emergency travel-related requests during evenings and weekends.

Essential Duties and Responsibilities

• Warmly welcome visitors, greet staff, answer phones, and process mail, ensuring timely delivery and follow-up
• Keep the office running smoothly and looking its best from tidying shared spaces to submitting work orders to building maintenance as needed
• Monitor and maintain office equipment, access control, inventory supplies, and order replacement supplies as needed
• Manage daily shipments of supplies and branded apparel for remote hires and contractors
• Ensure timely action or follow-up for items requiring building maintenance support, with sound judgment on what can be handled independently
• Arrange travel for internal staff and contractors utilizing our travel management solution and leveraging our travel agency partner for support
• Assist the Executive Operations Manager with organizing company events, meetings, and conferences, including light setup or breakdown tasks as needed
• Support the marketing team with tracking marketing material inventory and assisting with conference preparation and supplies
• Build and maintain positive working relationships with vendors, service providers, and building management
• Assist with workstation set-ups, equipment distribution, recovery and audits during on/offboarding process
• Complete monthly credit card reconciliation for multiple company cards, ensuring accurate coding and timely submission
• Help celebrate our colleagues by coordinating digital birthday and anniversary cards and supporting fun office events that bring people together
• Assist other departments with administrative or clerical support as needed
• Other duties as assigned

Knowledge, Skills & Abilities

• Strong sense of ownership and accountability; able to recognize when to take initiative and when to ask for support.
• Highly organized individual who works well in a fast paced environment
• Excellent communication skills, both written and verbal
• Ability to multitask and prioritize projects
• Ability to work independently with limited guidance and as part of a team
• Computer savvy and comfortable learning new technologies with ease
• Ability to proactively anticipate the needs of others and the business, taking initiative when appropriate
• Reliable transportation for commuting to the office and occasionally running work-related errands
• Bilingual (English & Spanish) a plus
• Physical Requirements:
• Must be able to lift, push, or pull up to 40 pounds
• Comfortable bending, reaching and performing physical tasks related to supply management and office setup
• Prolonged periods of sitting at a desk

Minimum Education / Experience / Qualifications

• Prior experience in an administrative role or other related experience
• Proficient in Microsoft Office
• Experience with Canva or similar a plus
• High School Degree required; Associates Degree preferred

Key Relationships

• Internal staff members
• Vendors
• Office Visitors