Administrative Assistant (Operations)

Operations Administrative Assistant

Built by the City of Chicago in 1958, the Chicago Skyway Toll Bridge ("Skyway") is a 7.8-mile toll road connecting the Indiana Toll Road to the Dan Ryan Expressway on Chicago's South Side. A key feature of the Skyway is the half-mile-long steel truss "High Bridge," which spans the Calumet River and Calumet Harboran important route for industrial shipping. The bridge's main span is 650 feet long and provides 125 feet of vertical clearance.

Our Vision: To be the best operational toll road project in the United States, recognized for delivering exceptional value to our customers, partners, and community through operational excellence and sustainable long-term performance.

Our Mission: Our mission is simple: Provide the safest, most time-efficient, convenient, and reliable highway to and through Chicago.

Position Summary

At Skyway Concession Company LLC (SCC), we are guided by our core values: Safety, Ownership, Collaboration, Integrity & Stewardship, and Innovation. We seek team members who demonstrate these values every day. The Operations Administrative Assistant provides high-level administrative, operational, and office management support to the Director of Infrastructure Operations and Chief Infrastructure and Operations Officer. This position collaborates across departments to support business needs and maintain efficient administrative and operational processes across the company. This role is critical to ensure:

• Operational discipline and documentation integrity
• Efficient coordination across departments
• Executive readiness (reports, audits, and decision support)
• Consistent office operations and administrative controls

The position serves as a central coordination point for operational and administrative processes, ensuring reporting accuracy, procurement discipline, and compliance with internal controls and audit standards. This role exercises judgment in identifying risks, resolving discrepancies, and recommending improvements to operational processes, reporting, and administrative controls.

This position is part of the Operations administrative career path and supports progression into Administrative Coordinator and Business Office Manager roles.

Eligible for earned performance bonus up to five (5) percent.

Essential Functions (Duties and Responsibilities)

Operations Administration, Reporting & Controls

• Own and maintain recurring operational reports, trackers, and documentation processes (monthly, quarterly, ad hoc)
• Ensure accuracy, completeness, and timeliness of operational reports
• Analyze reports and supporting data to identify trends, discrepancies, or risks impacting operations
• Ensure all reporting and documentation meet internal control and audit standards
• Identify, evaluate, and resolve discrepancies, gaps, or documentation issues, escalating as appropriate
• Support preparation for internal and external audits by organizing, validating, and maintaining required documentation
• Coordinate procurement documentation, vendor records, and purchasing logs to ensure audit readiness
• Monitor cross-functional deliverables and take action to address delays or risks to operational timelines
• Coordinate with Operations, Engineering, Finance, and Customer Service to ensure alignment in reporting, purchasing, and documentation processes
• Analyze operational workflows and recommend improvements to reporting tools, tracking systems, and administrative processes
• Standardize and document administrative processes to improve efficiency, consistency, and compliance

Administrative & Office Operations Support

• Provide direct administrative support to senior leadership, including preparation of reports and materials
• Manage office supplies, equipment, and vendor service coordination
• Support procurement activities including purchase requisitions, approvals, vendor onboarding, and documentation tracking
• Maintain accurate purchasing records and ensure completeness for compliance and audit purposes
• Coordinate vendor communication to ensure timely service delivery and documentation integrity
• Support customer service coordination for Operations telephone line
• Coordinate meetings, logistics, and visitor support in a professional manner
• Monitor office inventory and ensure adequate supply levels
• Process incoming and outgoing mail and internal correspondence
• Perform other duties as assigned to support business needs

Qualifications

• Associate degree with 13 years of experience required; Bachelor's degree preferred
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook)
• Strong verbal and written communication skills
• Ability to prioritize and manage competing demands proactively
• Strong organizational, time management, and problem-solving skills
• Ability to operate effectively in a fast-paced operational environment

Preferred:

• Experience supporting senior leadership
• Experience with procurement systems (e.g., Concur, NetSuite) and document management systems (e.g., SharePoint)
• Experience supporting reporting, compliance, or administrative controls processes

Knowledge, Skills, Abilities (KSA), and Competencies

• Ability to effectively utilize SCC systems and tools to carry out responsibilities
• Strong collaboration, communication, and teamwork skills
• Demonstrated ability to analyze information, identify issues, and recommend solutions
• Strong attention to detail with a focus on accuracy, compliance, and audit readiness
• Demonstrated dependability, integrity, and commitment to safety
• Experience with process improvement, cross-functional coordination, or operational systems

Work Environment and Physical Demands

• Combination of office and active operational/construction environments
• Exposure to outdoor conditions and active roadway environments as needed
• May require walking to project sites and standing for extended periods
• Occasional lifting up to 25 pounds
• Reasonable accommodation may be provided

Risk, Health, Safety, Environment & Quality

All employees are expected to support SCC's commitment to safety, environmental responsibility, quality, and regulatory compliance. This includes following established safety procedures, reporting hazards immediately, and contributing to a safe and secure work environment.