Administrative Services Assistant

Description

Administrative Support

- Provide administrative support across Business and Administrative Support Services and other assigned departments.

- Manage calendars, schedule meetings, coordinate logistics, and prepare meeting materials.

- Maintain distribution lists, shared mailboxes, and group calendars.

- Assist with travel arrangements, expense reporting, and document preparation.

- Create surveys, monitor participation, and compile results.

- Collect, consolidate, and present information from multiple sources for reports and presentations.

- Coordinate and maintain departmental records, trackers, and administrative documentation.

- Provide administrative coverage and backup support as needed.

Meeting, Training & Event Coordination

- Coordinate logistics for in-person, virtual, and hybrid meetings, training sessions, and events.

- Reserve conference rooms and coordinate audiovisual support.

- Develop agendas, attendee communications, schedules, and supporting materials.

- Manage registration processes and greet guests, speakers, and vendors.

- Support employee programs, leadership events, ERG activities, training programs, recognition events, and department meetings.

- Monitor event execution and resolve issues to support a positive participant experience.

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.

-Maintain accurate documentation to support compliance with Bank policies and procedures.

Employee Experience & Program Support

- Coordinate employee recognition and engagement initiatives.

- Support training and professional development programs, including registration, documentation, and completion tracking.

- Assist with Continuing Professional Education (CPE) administration and certification processes.

- Provide logistical support for employee events, employee resource groups (ERGs), onboarding programs, and workplace engagement activities.

- Collaborate with HR, Communications, Facilities, and business leaders to deliver a positive employee experience.

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.

Required Skills & Qualifications

High school diploma required; Associate or Bachelors degree preferred.

Previous experience in reception, administrative support, workplace services, or facilities support, preferably in a corporate environment.

Strong customer service orientation with a professional, approachable demeanor.

Excellent verbal and written communication skills, including a professional phone manner.

Strong organizational skills, attention to detail, and the ability to manage multiple priorities.

Ability to remain patient, responsive, and solution oriented when interacting with challenging situations or customers.

Proficiency with Microsoft 365 tools (Outlook, Teams, Word, Excel) and comfort learning new systems.

Ability to exercise discretion and handle sensitive or confidential information appropriately.

Preferred / Plus Qualifications

Experience in hospitality, in person customer service, or employee facing corporate roles.

Familiarity with visitor management systems, service request platforms, or workplace operations tools (e.g., FedEx Ship Manager, ServiceNow).

Security training, First Aid, and/or CPR certification.

Job Type & Location

This is a Contract position based out of Chicago, IL.

The pay range for this position is $25.00 - $28.00/hr.

Individual compensation offered for this position within this range will depend on many factors, including qualifications, skills, relevant experience, job knowledge, geographic location, internal equity, and other pertinent job-related factors.

Eligibility requirements apply to some benefits and may depend on your job classification and length of employment. Benefits are subject to change and may be subject to specific elections, plan, or program terms. If eligible, the benefits available for this temporary role may include the following: Medical, dental & vision Critical Illness, Accident, and Hospital 401(k) Retirement Plan Pre-tax and Roth post-tax contributions available Life Insurance (Voluntary Life & AD&D for the employee and dependents) Short and long-term disability Health Spending Account (HSA) Transportation benefits Employee Assistance Program Time Off/Leave (PTO, Vacation or Sick Leave)

This is a Contract position based out of Chicago, IL.

This position is anticipated to close on Nov 14, 2026.

This is a fully onsite position in Chicago,IL.

About TEKsystems

We're partners in transformation. We help clients activate ideas and solutions to take advantage of a new world of opportunity. We are a team of 80,000 strong, working with over 6,000 clients, including 80% of the Fortune 500, across North America, Europe and Asia. As an industry leader in Full-Stack Technology Services, Talent Services, and real-world application, we work with progressive leaders to drive change. That's the power of true partnership. TEKsystems is an Allegis Group company.

The company is an equal opportunity employer and will consider all applications without regards to race, sex, age, color, religion, national origin, veteran status, disability, sexual orientation, gender identity, genetic information or any characteristic protected by law.

About TEKsystems and TEKsystems Global Services

Were a leading provider of business and technology services. We accelerate business transformation for our customers. Our expertise in strategy, design, execution and operations unlocks business value through a range of solutions. Were a team of 80,000 strong, working with over 6,000 customers, including 80% of the Fortune 500 across North America, Europe and Asia, who partner with us for our scale, full-stack capabilities and speed. Were strategic thinkers, hands-on collaborators, helping customers capitalize on change and master the momentum of technology. Were building tomorrow by delivering business outcomes and making positive impacts in our global communities. TEKsystems and TEKsystems Global Services are Allegis Group companies. Learn more at TEKsystems.com.

The company is an equal opportunity employer and will consider all applications without regard to race, sex, age, color, religion, national origin, veteran status, disability, sexual orientation, gender identity, genetic information or any characteristic protected by law.

San Francisco Fair Chance Ordinance: Pursuant to the San Francisco Fair Chance Ordinance, for all positions located in the city and county of San Francisco, we will consider for employment qualified applicants with arrest and conviction records.

Massachusetts Lie Detector: It is unlawful in Massachusetts to require or administer a lie detector test as a condition of employment or continued employment. An employer who violates this law shall be subject to criminal penalties and civil liability.

Use of Artificial Intelligence (AI): We may use Artificial Intelligence (AI) to support parts of our hiring process, including sourcing, screening, and evaluating candidates. AI helps assess applications and qualifications, but final decisions are made by our hiring team. By applying, you acknowledge and agree that your application may be reviewed using AI tools.