Administrative Services Assistant

Administrative Services Assistant

Duration: 8+ Months (Possible Extension) Location: Chicago, IL

Key Responsibilities

• Serve as a trusted administrative resource supporting PCC, Community Investment, and other departments as assigned.
• Coordinate calendars, meetings, logistics, and materials to support efficient business operations.
• Assist with travel arrangements, expense reporting, presentation development, and document preparation.
• Maintain distribution lists, shared mailboxes, group calendars, records, and administrative documentation.
• Create surveys, monitor participation, compile results, and provide reporting to support decision-making.
• Provide flexible coverage and support for Executive Assistants and administrative professionals as business needs require.
• Support ERG initiatives, recognition programs, learning opportunities, and employee engagement activities.
• Catering Coordination
• Serve as the primary point of contact for internal catering requests.
• Coordinate catering orders, vendor communications, delivery logistics and room setup requirements.
• Confirm attendee counts, dietary restrictions, and service requirements.
• Build productive relationships with approved vendors and identify service improvements.
• Vendor Administration & Financial Support
• Support vendor onboarding, documentation, and administration activities.
• Process purchase orders, contracts, invoices, and supporting documentation.
• Track expenditures, reconcile invoices, maintain records, and assist with budget reporting.
• Office Operations
• Provide reception and visitor support as needed.
• Coordinate promotional items, gifts, and related administrative requests.
• Support facilities-related administrative activities and vendor coordination.
• Help maintain a safe, professional, and welcoming workplace environment.

Qualifications

• Education: High school diploma required; Associate's or Bachelor's degree preferred.
• Experience: Three or more years of administrative support, office coordination, hospitality, executive support, event coordination, or related experience.
• Technical Skills: Proficiency in Microsoft Outlook, Word, Excel, PowerPoint, Teams, and SharePoint.

The Ideal Candidate Is:

• Service-oriented and passionate about creating positive employee and guest experiences.
• Highly organized with strong attention to detail and follow-through.
• Comfortable managing multiple priorities in a fast-paced environment.
• Adaptable, resourceful, and proactive in identifying solutions.
• An effective communicator who builds strong relationships across teams.
• Professional, dependable, and trusted to handle sensitive information with discretion.
• Energized by supporting people, programs, events, and workplace initiatives that contribute to a positive culture and employee experience.