Administrative Assistant

Administrative AssistantThe Administrative Assistant keeps our leadership team organized, on schedule, and focused on our clients. You will manage leadership calendars, coordinate meetings and travel, manage our financial operations in QuickBooks, handle company mail, and help share our work on social media. You will join a small, mission-driven team where your work directly shapes how we show up for government partners.Work LocationOur team currently works remotely. However, this role will require you to be in office in Grayslake, IL. Candidates must live within commuting distance of Grayslake, Illinois, and have reliable transportation.What You Will DoFinancial Operations in QuickBooksEnter and categorize transactions in QuickBooksPrepare and send client invoices and track payment statusProcess vendor bills and organize receipts and expense reportsRecord incoming checks and paymentsSupport month-end reconciliation and reporting with leadership and our accountantCalendar and Meeting ManagementManage and prioritize calendars for the CEO, COO, and CROSchedule internal meetings, client calls, and partner meetings across multiple time zonesPrepare meeting agendas, send invitations, and track follow-up itemsTravel CoordinationBook flights, hotels, and ground transportation for leadership and team membersBuild clear travel itineraries and share them ahead of each tripRegister the team for conferences, trainings, and professional eventsTrack travel expenses and organize receipts for reimbursementMail and RecordsCheck our PO box multiple times each weekSort, scan, and route mail to the right team memberFlag time-sensitive items such as contracts, government notices, and tax documentsSocial Media SupportSchedule and publish posts on LinkedIn and other company channelsHelp draft short posts that highlight our team, events, and client workCapture photos and updates from conferences and eventsTrack basic engagement and share results with leadershipOffice and Team SupportMaintain organized digital files, contracts, and company recordsDraft routine correspondence and keep shared documents currentSupport onboarding logistics for new team membersHelp plan and launch our Grayslake office when it opensTake on special projects that keep the team running smoothlyWhat You BringRequiredDemonstrated, hands-on QuickBooks experience (QuickBooks Online preferred), including invoicing, bill entry, and transaction categorizationTwo or more years of administrative, office, or executive support experienceStrong attention to detail and a commitment to accuracyExcellent organizational skills and the ability to juggle multiple prioritiesClear, professional written and verbal communicationProficiency with Microsoft 365 (Outlook, Teams, Word, Excel)Reliable transportation and the ability to visit our Grayslake PO box multiple times each weekA genuine desire to serve others and support a mission-driven teamDiscretion with confidential informationPreferredExperience working with or for government agencies or public health organizationsExperience supporting multiple executivesExperience booking business travel and managing itinerariesInterest or experience in social media posting, especially on LinkedInFamiliarity with scheduling tools such as Hootsuite, Buffer, or CanvaFamiliarity with contract, grant, or invoice processes for government clientsExperience with Jira, Salesforce, or similar project and client management toolsWho Thrives HereYou take pride in getting the details right. You anticipate needs before anyone asks. You stay calm when priorities shift, and you find satisfaction in making other people's work easier. You enjoy telling a good story about the work your team does. You care about public service and want your work to matter.