What are the responsibilities and job description for the Administrative Assistant position at Integrated Resources, Inc ( IRI )?
Job Title: Temporary Administrative Assistant
Location: Batavia, IL 60510
Duration: 3 Months of Contract with Possible Extension.
Job Description:
Location: Batavia, IL 60510
Duration: 3 Months of Contract with Possible Extension.
Job Description:
- Provides administrative support to an organization unit requiring broad experience, skills and knowledge of organization policies and practices.
- Performs office management and general administrative functions for assigned manager/area. Serves as first point of contact to department, providing professional assistance with the appropriate sense of urgency. Performs a variety of administrative duties.
- Supports one or more members of management and/or staff in a business or functional unit. Work generally requires knowledge of company and/or business/functional practices, policies, programs and/or product line. Resolves routine and non-routine inquiries.
- Administrative responsibilities include calendaring, document preparation and management, correspondence, travel arrangements, and meeting/travel coordination.
- Maintains confidentiality.
- The company is partnering with several organizations to transition the management of Fermilab to a new contractor.
- We are seeking a highly organized and proactive Administrative Assistant to support the transition team with a range of administrative functions.
- This role involves scheduling, drafting communications, planning meetings, and managing various projects. The ideal candidate will be detail-oriented, capable of multitasking, and possess excellent communication skills.
- Scheduling & Calendar Management:
- Coordinate and manage executive and team calendars.
- Schedule and confirm appointments, meetings, and events.
- Handle travel arrangements and accommodations as needed.
- Drafting Communications:
- Draft, proofread, and edit internal and external communications, including emails, memos, and reports.
- Prepare and distribute meeting agendas, minutes, and follow-up action items.
- Serve as a liaison between departments and external partners.
- Meeting & Event Planning:
- Organize and coordinate meetings and events.
- Prepare meeting materials and ensure all logistical arrangements are in place.
- Follow up on action items and track progress to ensure timely completion.
- Project Management:
- Assist with planning and executing various projects.
- Monitor project timelines and deadlines, ensuring deliverables are met.
- Prepare status reports and update stakeholders on project progress.
- Organizational Skills: Ability to manage multiple tasks and prioritize effectively.
- Communication Skills: Excellent written and verbal communication skills; ability to draft clear, professional documents and correspondence.
- Attention to Detail: Strong focus on accuracy and thoroughness in all tasks.
- Time Management: Capable of managing time efficiently and meeting deadlines.
- Technical Proficiency: Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and familiarity with project management software (e.g., Asana, Trello).
- Interpersonal Skills: Strong ability to work collaboratively with team members and interact professionally with clients and stakeholders.
- Problem-Solving: Ability to identify issues and develop practical solutions.
- Discretion: Ability to handle highly sensitive information with confidentiality.
- High School Diploma or equivalent required; Associate's Degree or higher preferred.
- Minimum of 2-3 years of administrative experience, preferably in a corporate or professional setting.
- Experience in project management and event planning is a plus.
