Administrative Assistant (Hybrid)

Administrative Assistant

Pay: $28/hour

Shift: Monday-Friday, 8:30am-5pm

Location: Northbrook, IL, Hybrid, 3 days onsite, 2 days work from home

Benefits: Med/Den/Vis, 401(K), PTO and Paid Holidays

This role provides comprehensive administrative support to a senior executive or department, ensuring the efficient and effective operation of their work. The Administrative Assistant acts as a key communication interface between teams, departments, and external contacts, managing a high volume of sensitive information with discretion and professionalism.

Responsibilities:

	
• Calendar Management:
  
  	
  
  
  		
  • Manage complex calendars for multiple individuals, including global time zone coordination.
    
    		

  • Schedule meetings, appointments, and events with a high degree of accuracy and attention to detail.
    
    		

  • Manage conflicts and anticipate needs to prevent overbooking and ensure time is utilized wisely.
    
    	

  	
  
  	

• Travel Coordination:
  
  	
  
  
  		
  • Arrange domestic and international travel, including booking flights, hotels, and transportation.
    
    		

  • Process expense reports and reconcile travel invoices.
    
    	

  	
  
  	

• Communication and Information Management:
  
  	
  
  
  		
  • Prepare, edit, and distribute presentations, reports, correspondence, and other materials.
    
    		

  • Manage internal and external communications, including newsletters, announcements, and project updates.
    
    		

  • Maintain accurate records and files, ensuring confidentiality and compliance with retention policies.
    
    	

  	
  
  	

• Resource Management:
  
  	
  
  
  		
  • Manage onboarding and offboarding processes for new employees and contractors.
    
    		

  • Maintain accurate rosters, distribution lists, and vendor contact information.
    
    	

  	
  
  	

• Financial Administration:
  
  	
  
  
  		
  • Assist with budget management, tracking expenses, and generating financial reports.
    
    		

  • Process purchase orders and manage vendor contracts.
    
    	

  	
  
  	

• Virtual Meeting Support:
  
  	
  
  
  		
  • Manage virtual meetings using platforms such as Microsoft Teams and Zoom, including scheduling, technical support, and record keeping.
    
    	

  	
  
  	

• Project Support:
  
  	
  
  
  		
  • Provide administrative support for projects, including meeting coordination, task management, and documentation.
    
    	

  	
  
  

Qualifications:

	
• Education: Associate degree or bachelor’s degree preferred.
  
  	

• Experience: 3-7 years of proven experience in senior-level administrative support.
  
  	

• Technical Skills:
  
  	
  
  
  		
  • Advanced proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook, Visio, SharePoint).
    
    		

  • Experience with virtual meeting platforms (Microsoft Teams, Zoom).
    
    		

  • Familiarity with financial systems (Ariba, Concur, Sharepoint) preferred.
    
    	

  	
  
  	

• Soft Skills:
  
  	
  
  
  		
  • Exceptional organizational and time management skills.
    
    		

  • Excellent communication skills, both written and verbal.
    
    		

  • Strong attention to detail and accuracy.
    
    		

  • Ability to prioritize tasks and manage multiple projects simultaneously.
    
    		

  • Discretion and confidentiality in handling sensitive information.
    
    		

  • Proactive and self-motivated with the ability to work independently and as part of a team.
    
    	

  	
  
  

This job description is not intended to be all-inclusive. Employees may be required to perform other duties as assigned.

 

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