Administrative Assistant

Human Resources • Naperville, IL

6d • $25 - $35 • Onsite

About The Position

TOPS is seeking a highly organized, proactive, and resourceful part time Administrative Assistant to provide advanced administrative and office management support to our Leadership Team, Naperville office, and employees. This role is ideal for a professional who thrives in a fast-paced environment, enjoys wearing multiple hats, and takes pride in creating a positive and efficient workplace experience.

Requirements

• High school diploma or equivalent.
• 5+ years of administrative, executive support, office management, or operational support experience.
• Advanced proficiency with Microsoft Office Suite and experience using collaboration and virtual meeting platforms such as Google Workspace, Zoom, and webinar tools.
• Strong written and verbal communication skills.
• Exceptional organizational, multitasking, and prioritization abilities.
• High attention to detail and accuracy.
• Ability to work independently, exercise sound judgment, and adapt to changing priorities.
• Strong customer service mindset with the ability to build positive working relationships across all levels of the organization.

Nice To Haves

• Additional education, certifications, or administrative training.
• Experience supporting executive or leadership teams.
• Bilingual Spanish skills.

Responsibilities

• Provide administrative support to the Leadership Team, including calendar management, meeting coordination, and correspondence.
• Prepare professional communications such as letters, memos, newsletters, and emails.
• Manage office operations, including filing, photocopying, shipping, shredding coordination, and local errands.
• Handle incoming calls, take messages, and promote effective communication across departments.
• Coordinate maintenance and support for office equipment, conference room technology, and kitchen facilities.
• Manage office supply inventory, process invoices and expense reports, and maintain an organized, safe, and professional work environment.
• Serve as the primary liaison with building management for office access, ID badges, and facility-related matters.
• Plan and coordinate meetings, company events, employee engagement activities, new hire lunches, and community involvement initiatives.
• Act as the primary contact for the company travel system, assisting employees with travel arrangements including flights, hotels, and rental cars.
• Organize and maintain files, records, and business documents.
• Assist with recruiting and onboarding activities, including interview coordination, candidate support, and new hire workspace setup.
• Welcome and assist office visitors and guests.
• Support special projects and perform additional duties as assigned.

Benefits

• Pay Range: $25.00 - $35.00 per hour
• Actual compensation will be based on factors such as relevant experience, skills, education, and overall qualifications.

What This Job Offers

• Job Type: Part-time
• Career Level: Mid Level
• Education Level: High school or GED