Administrative Assistant and Office Manager

Quest Food Management Services LLC•Lombard, IL

35d•Onsite

About The Position

The Administrative Assistant and Office Manager will provide high-level office management, administrative, and operational support to the leadership team. This role requires exceptional organizational skills, attention to detail, and the ability to be proactive and manage multiple priorities in a fast-paced environment.

Requirements

2+ years in an administrative, office coordination, or executive support role preferably in a sales or customer-facing environment.
Associate's degree in business, or similar field.
Ability to enter data accurately and efficiently into computer software and systems.
Strong written and verbal communication skills, with attention to detail.
Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook); experience with project management tools, SharePoint and CRM tools (e.g., Salesforce, HubSpot) is a plus.
Demonstrated commitment to Quest vision, values, and mission through actions on a daily basis.
Ability to maintain professionalism and a cheerful outlook in the workplace.
Keen analytic, organization and critical thinking skills
Adaptable, professional, and comfortable in a fast-paced, service-oriented environment.
Highly organized, meticulous, initiative-taking, and able to work independently.
Identify and suggest ways to improve administrative processes and office efficiency.
Ability to read, write and speak English.

Nice To Haves

Ability to read, write and speak Spanish is a plus.

Responsibilities

Support client-facing work: proposals, contracts, reports, and presentations.
Ensure that all sales proposals are submitted accurately and on time, adhering to client requirements and deadlines.
Maintain and update Salesforce data to ensure accuracy and completeness of business development pipelines and contacts.
Oversee cross-functional projects related to business development, ensuring deadlines and deliverables are met.
Manage calendars, schedule internal and external meetings, conferences, and coordinate logistics.
Organize and maintain both digital and physical filing systems.
Manage confidential company and financial information with discretion.
Assess existing processes and identify opportunities for improvement.
Performs other related duties as assigned.
Welcomes guests and customers by greeting them, in person or on the telephone, answering or directing inquiries.
Maintain office supplies, equipment, supply rooms, and conference rooms to ensure a smooth office environment.
Assist with facility-related requests and consult with building management as needed.
Assist with internal communications, announcements, activities, and company updates.
Support planning and execution of company events, including leadership meetings, conferences, town halls, and team gatherings.
Coordinate catering, venue arrangements, and necessary materials for meetings and conferences.
Create and coordinate surveys as needed for meetings and events.