Position Description
The Administrative Assistant will be responsible for the administrative and organizational management of the office. The ideal candidate will be experienced in handling a wide range of administrative and executive support related tasks, will be exceedingly well organized and flexible, and will enjoy the administrative challenges of supporting a small office of diverse people and programs. This individual must be able to function effectively in a variety of roles within a dynamic environment under minimum supervision.
This position requires frequent communication and coordination with the office staff in the Oak Brook headquarters office as well as in the various client locations.
Key Responsibilities
- Assist the CEO and COO with their daily schedule and duties, to include: meeting management, office organization, reporting expenses, etc.
- Provide general administrative support to the LAUNCH team to include.
- Receiving and interacting with visitors;
- Answering and managing incoming calls;
- Maintaining paper and online records and defining procedures for their retention, protection, retrieval, transfer and disposal;
- Arranging meetings and conference calls (including coordinating all meeting logistics etc.)
- Drafting correspondence and presentations;
- Arranging in-office catering;
- Manage Company events (e.g. holiday parties; company picnic)
- Providing other daily support to staff as needed.
- Perform general office/facilities management duties to include:
- Managing the inventory of office supplies, ordering additional supplies as needed and ensuring that costs are appropriately managed;
- Maintaining a neat and organized office environment;
- Managing IT equipment inventory and procurement;
- Interfacing with IT provider
- Managing various vendors (telephone; internet; utilities; marketing collateral; etc.);
- Planning space allocations, layouts, and floor moves as required; arranging for and supervising building maintenance; and
- Maintaining office facilities and equipment by assisting with procurement and routine maintenance and upkeep.
- Assist with various payroll and human resources functions to include:
- Entering new employees into the payroll system;
- Maintaining human resources files in accordance with laws, regulations, and established standards;
- Developing and maintaining files;
- Assist with other ad hoc tasks.
The successful candidate will be:
- Committed to, and enthusiastic about, the mission and vision of LAUNCH;
- A strategic thinker who is adept at multi-tasking in fast paced environment, able to plan, prioritize, and organize individual and group activities and processes;
- Outgoing, straightforward, and creative;
- Able to work independently and take initiative;
- Results oriented;
- An adaptable, flexible problem-solver;
- Team-focused, enjoy working as part of an active group of highly engaged individuals, sharing information readily with co-workers, and listening to and respecting others; and
- A person who presents a high degree of maturity, honesty, trust, sophistication, and integrity and cultivates these qualities in others.
Skills and Experience
- 2+ years of solid administrative experience in an office setting;
- Excellent verbal and written communications, networking, and presentation skills;
- Excellent organizational skills and attention to detail;
- Demonstrated ability to manage complex tasks and prioritize competing demands to meet deadlines;
- Proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint);