Administrative Assistant I

MSI Express•Geneva, IL

23h•$20 - $22

About The Position

As an Administrative Assistant, you will play a pivotal role in providing efficient administrative support to ensure smooth operations across multiple sites. Your strong organizational skills, attention to detail, and ability to handle a variety of tasks will contribute to the overall success of our company.

Requirements

High school diploma or equivalent qualification; additional certification in office administration is a plus.
Proven experience as an Administrative Assistant or in a similar role.
Strong organizational and time management skills, with the ability to prioritize tasks and meet deadlines.
Proficiency in using office software (e.g., Microsoft Office Suite) and other relevant tools.
Excellent written and verbal communication skills.
Attention to detail and accuracy in handling administrative tasks.
Ability to maintain confidentiality and handle sensitive information with professionalism.
Strong interpersonal skills and the ability to work effectively with individuals at all levels.
Proactive and self-motivated, with the ability to work both independently and collaboratively.
Flexibility to adapt to changing priorities and multitask in a fast-paced environment.

Nice To Haves

Previous experience in a manufacturing or packaging company is advantageous.
Bilingual in English and Spanish.

Responsibilities

Perform various administrative tasks, including answering phone calls, responding to emails, and managing correspondence.
Coordinate and schedule meetings, conferences, and appointments for multiple sites.
Maintain and organize files, records, and documents in both electronic and physical formats.
Assist in preparing reports, presentations, and other documents as needed.
Serve as a central point of contact for site-specific administrative matters.
Coordinate site visits, ensuring necessary arrangements, such as travel and accommodations, are made.
Liaise with internal departments and external stakeholders to ensure smooth communication and collaboration across sites.
Assist in data entry and data management tasks, ensuring accuracy and completeness of information.
Generate reports, compile data, and assist in analyzing and interpreting data as required.
Maintain databases and records, updating information regularly and ensuring confidentiality and security.
Order and maintain office supplies, equipment, and inventory for multiple sites.
Coordinate with vendors and service providers for repairs and maintenance of office equipment.
Support facilities management, including coordinating office space allocations, seating arrangements, and office logistics.
Coordinate travel arrangements, including booking flights, accommodations, and transportation, for employees traveling between sites.
Assist in managing and reconciling travel expenses, ensuring adherence to company policies and guidelines.
Assist in organizing meetings, including scheduling, preparing agendas, and arranging necessary resources.
Take meeting notes, distribute them to relevant stakeholders, and follow up on action items.
Set up and maintain conference rooms, ensuring necessary equipment and supplies are available.
Other duties as assigned.