Job Description

The Office Administrator/Executive Assistant is the point person for the office in Downers Grove. In addition to managing the office, they will provide high-level administrative tasks, coordinate company events and provide travel coordination to team members as needed. The position will also contribute to special projects and support the GM. This role requires strong organizational skills, discretion, and the ability to manage multiple priorities efficiently. The ideal candidate for this job is resourceful, organized, and can solve problems while working independently. Maintaining a positive attitude whilst managing their workload and deadlines in a timely manner, is a key to success in this position.

Responsibilities :

• Managing office operations: Maintaining a smooth-running office. Working with the landlord on office matters and scheduling maintenance. Tracking office expenses, processing invoices and approving payments.
• Event planning: Coordinating and facilitating company events, leadership meetings, tradeshows and conferences.
• Project Management: Assist in strategic planning and execution of projects. Monitor deadlines and follow up on action items assigned to key stakeholders. Conduct research and provide data analysis. Handle special projects as assigned by the executive.
• Document management: Filing, organizing, and maintaining physical and digital documents.
• Travel: Organizing travel as needed.
• Communication: Answering emails, responding to inquiries from staff and clients, and communicating office policies.
• Office supplies: Monitoring office supply inventory, placing orders, and managing stock levels.
• Reception duties: Greeting visitors, managing reception area, and directing guests.
• Administrative support: Preparing reports, PowerPoint presentations, Excel spreadsheets and other documents as needed.
• Basic HR support: Assisting with local HR needs such as onboarding new employees, and handling basic HR tasks.
• Confidentiality & Discretion :Handle sensitive and confidential information with the highest level of professionalism. Maintain compliance with company policies and ensure legal and ethical standards are met.

Requirements:

• Education: High School Diploma, Degree preferred.
• Experience: 5+ years managing office administration and travel scheduling.
• Skills & Abilities:
• Strong organizational skills: Ability to prioritize tasks, manage multiple projects, and meet deadlines.
• Excellent communication skills: Clear verbal and written communication to interact with staff, clients, and vendors.
• Self-starter: Ability to work independently, with minimal direction.
• Attention to detail: Ensuring accuracy in all administrative tasks.
• Strong Proficiency in office software: Expertise in Microsoft Office Suite (Word, Excel, PowerPoint), email, and other relevant programs.
• Time management skills: Effectively managing time to meet deadlines and prioritize tasks.
• Interpersonal skills: Building positive relationships with colleagues and clients.
• Positive attitude: willingness to take on whatever comes their way!

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