Our client is looking for a collaborative, resourceful and detail-oriented person to perform a variety of administrative duties for the team, with specific emphasis on support for purchasing, event planning and internal processes.

Hourly rate: $21

Contract ends: 12/31/2024

Location: 100% onsite either Chicago or Decatur

Responsibilities:

Potential responsibilities may include, but are not limited to:

Invoice and Purchase Order Management

• Review supplier documentation, create purchase orders and manage invoices promptly and accurately. As needed, process manual invoices and submit expedited payment requests.

• Maintain organized records within team financial tracking tools, as well as supplier relationship records, and create reports as needed.

• Liaise with suppliers and internal departments to resolve any discrepancies or issues related to invoices and payments. Includes new supplier onboarding into purchasing platform.

Event Planning Support

• Work with business leads to manage small-event registrations, including processing payments, show services orders, Certificate of Insurance (COI)/Commercial General Liability Insurance (CGL), communicating with attendees and event organizers.

• Coordinate hotel room bookings for stakeholders attending events, ensuring timely reservations and accurate information.

• Manage badge registration process for events, handling registration requests efficiently and accurately.

• Communicate with event organizers and stakeholders to gather necessary information and ensure smooth registration and accommodation processes.

Exceptional Service and Communication

• Provide exceptional client service, addressing concerns and inquiries with professionalism and efficiency.

• Follow up diligently on owned and assigned tasks, invoices, and requests to ensure timely resolution.

• Maintain open lines of communication with internal teams, vendors, and stakeholders, providing proactive updates and responding promptly to inquiries.

Sponsorship Program and Team Administration

• Shepherd sponsorship requests through appropriate reviews in online system, provide guidance to colleagues on appropriate procedures, respond to stakeholder needs, prepare reports, and maintain related resources.

• Prepare and follow-up on materials and reports for ongoing team processes, such as weekly database submissions tracking, entry and follow-up; and monthly meeting and quarterly report information gathering and follow-up.

• Assist team leaders and members with preparing documentation, reports and filing, as well as with travel, scheduling and in-person meeting planning, as requested.

We're Looking for Someone Who:

• Has organizational savvy, can maintain confidentiality and is good navigating people and priorities.

• Is a hands-on problem solver that is resourceful and proactive, with a continuous improvement mindset and a positive attitude.

• Is excellent at listening, organizational and time management skills with an attention to detail and follow-up.

• Is mature, has a professional demeanor and personal discretion to interact with business leaders.

• Possesses independent decision-making and problem-solving skills with the ability to develop solutions in a logical and systematic way.

• Has excellent communication and listening skills, with emphasis on writing succinctly and effectively.

Qualifications:

• Prior office experience, including at least 2 years of administrative assistant experience; Associates or higher degree preferred.

• Proficiency in MS Office Suite (Word, Excel, Outlook, PowerPoint, Teams and SharePoint), as well as other applications within a Windows-based environment.

• Experience with Coupa and Adobe products, a plus.