Administrative Assistant IV

Position Title: Administrative Assistant Work Location: North Chicago, IL 60064 Assignment Duration: 6 Months (possible extension- performance based) Key Responsibilities :

• Manage and maintain the site leader's calendar, including appointments, priorities, travel time, and schedule changes.
• Coordinate meetings across departments when needed.
• Prepare daily or weekly calendar briefings and highlight conflicts or urgent priorities for the site leader.
• Schedule one-on-one meetings, leadership meetings, town halls, operational reviews, and business updates for the site leader.
• Coordinate meeting rooms, audiovisual equipment, virtual meeting links, agendas, and required materials.
• Track action items, follow-ups, and deadlines resulting from leadership meetings.
• Coordinate domestic and international travel arrangements, including flights, hotels, ground transportation, and itineraries.
• Prepare, submit, and reconcile expense reports for the site leader and/or assigned team members.
• Collect receipts and supporting documentation and ensure expenses follow company policies.
• Monitor travel and expense approvals and resolve missing information or discrepancies.
• Support visitor travel arrangements when needed.
• Submit requests for purchase orders and follow them through the approval and purchasing process.
• Coordinate with Procurement, Finance, suppliers, and requestors regarding purchasing needs.
• Process invoices, receipts, expense documentation, and payment-related requests.
• Maintain accurate records of contracts, suppliers, and purchasing documentation.
• Schedule and coordinate department meetings, leadership events, workshops, training sessions, and team-building activities.
• Arrange catering, lunches, refreshments, room setup, and special accommodations when needed.
• Prepare agendas, presentations, attendance lists, handouts, and meeting notes.
• Coordinate recognition events, celebrations, employee engagement activities, and site-wide gatherings in partnership with BHR, Culture team or any other department that needs support with this.
• Manage meeting logistics and ensure rooms are restored and equipment is returned after events.
• Draft, format, proofread, and distribute emails, announcements, newsletters, memos, and leadership communications.
• Prepare communications related to site events, meetings, operational updates, employee activities, and important deadlines.
• Maintain distribution lists, shared communication channels, mailing groups, and site calendars.
• Help ensure communications are clear, timely, accurate, and appropriately routed.
• Coordinate the preparation of leadership talking points, presentations, and town hall materials if needed (In partnership with BHR and other departments)
• Maintain confidentiality when handling sensitive business, employee, operational, or personnel information.
• Organize plant tours, leadership visits or any other visits.
• Coordinate visitor schedules, agendas, meeting rooms, transportation, meals, and site contacts.
• Prepare visitor itineraries, welcome materials, badges, parking instructions, and access requests.
• Confirm required safety training, personal protective equipment, confidentiality agreements, and security requirements in partnership with the appropriate site functions.
• Serve as a point of contact for visitors and help ensure a professional site experience.
• Complete and track requests for new-hire equipment, workspace, access, badges, phones, computers, and other onboarding needs.
• Coordinate onboarding schedules, introductory meetings, training logistics, and orientation activities.
• Submit requests for system access, distribution lists, shared drives, and facility access.
• Maintain onboarding checklists and follow up with responsible departments.
• Support employee transfers, departures, role changes, and equipment returns.
• Assist employees with administrative questions and direct them to the appropriate support function.
• Order and maintain office supplies, meeting materials, kitchen supplies, personal protective equipment, and other administrative items.
• Monitor inventory levels and submit replenishment requests.
• Coordinate maintenance, repairs, workspace changes, furniture requests, and facility-related issues.
• Maintain shared workspaces, conference rooms, bulletin boards, and administrative areas.
• Manage mail, shipments, deliveries, courier services, and document distribution.
• Provide administrative support to site leadership and cross-functional teams if needed.
• Support preparation for inspections, audits, leadership visits, and business reviews by organizing agendas, documentation, and logistics when needed.
• Follow applicable site procedures for documentation, access, safety, security, and confidentiality.
• Assist with general duties in preparing site metrics, reports, presentations, organizational charts, and contact lists.
• Maintain accurate files, trackers, contact lists, organizational charts, meeting records, and calendars.
• Track open requests, approvals, purchase orders, invoices, visitor activities, onboarding tasks, and action items.
• Archive documents according to company and site record-retention requirements.
• Ensure information is accurate, current, and accessible to authorized personnel.
• Act as a professional liaison between the site leader, employees, internal departments, external partners, and visitors.
• Anticipate the needs of the site leader and leadership team.
• Handle confidential and sensitive information with discretion.
• Identify opportunities to simplify processes, improve organization, and enhance administrative efficiency.

• Demonstrated proficiency in complex calendar management, domestic/international travel logistics, and expense reporting.
• Working knowledge of procurement processes, purchase order tracking, and invoice reconciliation.
• Strong capabilities in visitor coordination, site badge access, and safety/PPE protocol compliance. Spectraforce Technologies