Administrative Assistant

Inmar Intelligence•Libertyville, IL

22d•Onsite

About The Position

The Administrative Assistant serves as the facility’s central administrative and operational support resource, ensuring smooth daily office operations. The role provides administrative support to leadership and staff, supports purchasing and supply systems, coordinates hospitality and events, and maintains regulatory and facility documentation. It requires strong organizational skills, technical aptitude, and the ability to independently coordinate multiple priorities. This is a full-time, 40-hour-per-week, onsite role, working in the office Monday through Friday. The position supports office operations, facilities coordination, vendor and invoice processes, visitor and shared-space logistics, training sessions, purchasing through Oracle Procurement, facility events, and new-hire onboarding. The assistant is also expected to comply with company policies and standards, continue developing skills, and perform other duties as assigned.

Requirements

High school diploma.
2–4 years of administrative, office management, or operations support experience.
Bilingual English/Spanish verbal and written language skills.
Strong organizational and time-management skills.
Ability to work independently and manage multiple priorities.
Technical aptitude and ability to troubleshoot common office technology issues.
Proficiency in Google Suite and standard workplace tools.
Strong attention to detail and problem-solving skills.
Excellent written and verbal communication skills.
Strong interpersonal and customer service skills.

Responsibilities

Maintain daily office operations to ensure efficiency, organization, and alignment with company policies.
Serve as the primary point of contact for office-related needs and inquiries.
Maintain office systems, processes, and procedures.
Coordinate office access, security, and visitor logistics as needed.
Maintain inventory of office supplies, kitchen items, and essential materials.
Assist with vendor coordination for office supplies, equipment, and maintenance services.
Process office-related invoices.
Help ensure the office environment is clean, safe, and fully functional.
Monitor and report facility-related issues and coordinate timely resolution.
Assist leadership with scheduling guest visits, audits, and tours.
Maintain schedules or logs for office usage, visitors, or shared spaces as needed.
Coordinate logistics for training sessions.
Assist with general purchasing using the Oracle Procurement System.
Assist with planning and logistics for facility events, such as Employee Appreciation, Town Hall, and Family Fun Day.
Assist with new-hire onboarding logistics.
Continue developing skills using available tools and resources.
Comply with company policies and standards and perform other duties as assigned.

Benefits

Medical, dental, and vision insurance.
Basic and supplemental life insurance options.
401(k) retirement plan with company match.
Health Spending Accounts (HSA/FSA).
Flexible time off and 11 paid holidays.
Family-building benefits, including maternity, adoption, and parental leave.
Tuition reimbursement and certification support.
Wellness and mental health counseling services.
Concierge and work/life support resources.
Adoption assistance reimbursement.
Perks and discount programs.
Potential annual discretionary bonuses, equity grants, sign-on bonuses, other tailored incentives, and additional discretionary compensation, depending on job level and role.