Administrative Assistant

Title : Administrative Assistant

Location : Moline, IL

Details : Contract with ongoing need, opportunity for direct hire fully onsite role

Pay Rate : $31.00 – 33.00/hr. with benefit inclusions

Sponsorship is not available for this role now or in the future.

Job Summary

Provides high-level administrative support to senior leadership and their direct reports across multiple regions. Operates independently in a fast-paced, highly confidential environment, managing workflows, communications, and priorities on behalf of leadership while ensuring efficient coordination across teams, functions, and geographies.

Responsibilities

• Manage complex calendars, schedule meetings, and coordinate domestic and international travel arrangements, including logistics and meeting setup
• Act as a central point of coordination for incoming requests, prioritizing and routing tasks based on organizational knowledge and urgency
• Draft, edit, and respond to correspondence on behalf of leadership, ensuring professionalism and accuracy
• Handle sensitive and confidential information, preparing reports, summaries, and materials for leadership review and distribution
• Research, resolve, and respond to internal and external inquiries; escalate complex issues as needed
• Maintain and update databases, systems, and files to ensure accurate and current information
• Support reporting and special projects through data gathering, analysis, and discrepancy resolution
• Coordinate communication and information flow across departments, leaders, and global teams
• Receive and direct visitors and calls, including coordination across multiple locations or languages when applicable
• Organize and maintain records, track follow-ups, and ensure pending items are completed in a timely manner
• Provide limited guidance or coordination to others and support project-based work aligned with role responsibilities

Years Of Experience And Education

• 5+ years of experience in administrative, executive support, or similar high-level coordination role
• Associate’s or Bachelor’s degree preferred, or equivalent work experience

Skills Required

• Advanced calendar management and scheduling coordination
• Strong written and verbal communication skills
• High level of discretion handling confidential information
• Organizational and workflow management expertise
• Ability to prioritize and manage competing deadlines independently
• Proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint)
• Data analysis and reporting support capabilities
• Experience with database, records management, or systems applications
• Problem-solving and decision-making in fast-paced environments
• Cross-functional collaboration and stakeholder coordination

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