Administrative Assistant

Job Title: Adminstrative Assistant/ Office Coordinator

Location: Hybrid (North Chicago, IL 60064)

Contract Length: 1 year (with potential for extension or conversion to FTE based on performance and business needs).

Job Duties: Support with calendar management, expense reporting, travel coordination, meeting coordination and set up, other duties, as assigned

• Behavior Preferences: Outgoing, willing to flex to various personality types and support preferences

Job Summary

We are seeking a highly organized and detail-oriented Administrative Assistant to provide dedicated support to six leaders. This role will focus on calendar management, expense reporting, travel coordination, meeting coordination, and general administrative support. The ideal candidate thrives in a fast-paced environment, excels at multitasking, and possesses strong communication and problem-solving skills.

Key Responsibilities

Calendar Management

• Proactively manage and coordinate complex calendars across multiple time zones.

• Schedule, reschedule, and prioritize meetings to optimize leaders’ time.

• Anticipate scheduling conflicts and resolve them efficiently.

Expense Reporting

• Prepare, submit, and track expense reports in compliance with company policies.

• Reconcile expenses and ensure timely reimbursements.

• Maintain accurate financial records for reporting and audit purposes.

Travel Coordination

• Arrange domestic and international travel, including flights, hotels, transportation, and itineraries.

• Process travel requests and approvals in alignment with company policies.

• Address last-minute travel changes and troubleshoot issues as needed.

Meeting Coordination & Support

• Plan and organize on-site and virtual meetings, ensuring logistical needs are met.

• Prepare agendas, presentations, and meeting materials.

• Capture meeting minutes, track action items, and follow up as necessary.

General Administrative Support

• Serve as a liaison between leaders and internal/external stakeholders.

• Handle confidential information with discretion.

• Support office operations, including document management and communication flow.

• Assist with special projects and other administrative tasks as assigned.

Qualifications

• Experience: Minimum 1–3 years of administrative support experience, preferably in a corporate environment.

• Skills:

• Strong proficiency in Microsoft Office (Outlook, Excel, Word, PowerPoint, Teams).

• Exceptional organizational and time-management skills.

• Strong attention to detail and problem-solving abilities.

• Excellent verbal and written communication skills.

• Ability to manage multiple priorities and adapt to shifting demands.

• Professional discretion when handling sensitive information.