Administrative Assistant 3

Administrative Assistant III

LaSalle Network is seeking a highly organized and proactive Administrative Assistant III to support a busy Planning & Construction department in Chicago. This position provides advanced administrative support to department leadership and staff, helping manage office operations, payroll coordination, onboarding, expense tracking, calendars and meetings. The ideal candidate demonstrates initiative, sound judgment and exceptional attention to detail while balancing multiple priorities in a fast-paced environment.

Key Responsibilities

• Provide administrative support to department leadership and approximately 14 Project Managers.
• Assist the Assistant Vice President with calendar management, meeting scheduling and other administrative needs.
• Prioritize incoming communications and meeting requests, bringing time-sensitive matters to leadership's attention.
• Prepare, edit and format business correspondence, presentations, departmental communications and reports, including monthly capital labor reports.
• Coordinate meetings, prepare agendas and materials, distribute reports and follow up on action items.
• Support annual goal-setting, midyear and annual performance reviews, and merit review processes for administrative staff.
• Identify opportunities to improve office procedures and administrative efficiency.

Office Operations

• Manage front desk responsibilities, greet visitors and vendors, and answer and direct departmental phone calls.
• Order, receive and distribute office supplies, general equipment and IT equipment.
• Receive and distribute mail and packages to appropriate team members.
• Maintain the office directory, departmental files, shared resources and electronic records.
• Coordinate workspace setup, telephone changes, equipment moves and maintenance requests.
• Ensure staff have the supplies, equipment and resources needed to perform their responsibilities.

Payroll & Personnel Support

• Review and edit daily timekeeping records in UKG and coordinate payroll approval at the end of each payroll period.
• Update FMLA codes and make payroll corrections as directed by the Payroll Director.
• Submit correction forms for PTO reported after a payroll period has closed.
• Maintain departmental HR files with accuracy and confidentiality.
• Coordinate onboarding for administrative staff and assist department directors with onboarding new team members.
• Submit requests for ID badges, network access, email accounts, office access, computers, phones and software.
• Coordinate account activation and deactivation as needed.

Purchasing & Expense Support

• Review and process purchase requests and expense invoices in Link, including approvals up to $25,000 within delegated authority.
• Maintain expense tracking logs and organize supporting documentation in appropriate shared folders.
• Investigate and resolve invoice discrepancies in coordination with vendors and accounting teams.
• Maintain departmental expense files and initiate or reconcile check requests, purchase orders and travel vouchers.
• Coordinate additional internal approval requests as needed.

Required Qualifications

• High school diploma and at least three years of progressively responsible administrative experience.
• Advanced proficiency in Microsoft Office, including Outlook, Excel, Word and PowerPoint.
• Experience managing calendars, coordinating meetings and preparing accurate documents and reports.
• Strong organizational skills and the ability to manage competing priorities and deadlines.
• Excellent written and verbal communication skills.
• Ability to work independently, exercise discretion and handle confidential information.
• Strong problem-solving skills and accuracy when reviewing payroll, expenses and other departmental data.
• Ability to learn new systems and work within established policies and procedures.

Preferred Qualifications

• Experience supporting leadership or teams in healthcare, facilities, construction or another complex departmental environment.
• Experience with UKG or similar payroll and timekeeping systems.
• Familiarity with purchasing, invoice processing, expense tracking and employee onboarding.

Additional Requirements

• Ability to work 100% onsite in Chicago.
• Successful completion of a background check and drug screening.
• Ability to meet healthcare compliance requirements, including annual flu vaccination, MMR vaccination, TB screening/clearance and additional immunizations as required.
• Ability to move throughout the Medical Center and lift or carry objects weighing 35–40 pounds.