Admin Assistant/Resource Room

Equus•Chicago, IL

16d•$17 - $19•Onsite

About The Position

The Administrative Assistant provides essential administrative support to project leadership across various functions including Human Resources, training documentation, procurement, accounts payable, and general correspondence. This role is crucial for maintaining the smooth operation of projects by managing confidential files, coordinating multiple tasks, and ensuring accurate record-keeping. The ideal candidate will be proactive, detail-oriented, and capable of working independently in a fast-paced environment.

Requirements

High school diploma or GED, or 1-2 years of experience in a Workforce environment or coordination/planning experience
Significant demonstrable experience and/or training in providing administrative support functions to multi-layered projects
Ability to clearly and concisely communicate with staff and leadership via presentations, in person, telephone, written and oral
Must be accustomed to working in a complex, fast-paced and confidential work environment
Excellent verbal and written communication skills including ability to do public speaking
Demonstrated ability to use various software programs (Microsoft Office) for correspondence, reports, statistical compilation, analysis, and database access
The ability to maintain confidentiality is a must

Nice To Haves

AA or BA preferred

Responsibilities

Provides administrative support to project leadership in areas such as Human Resource assistance, training documentation, procurement documentation, accounts payable functions, purchase order requests, routing correspondence, and reports.
Maintains confidential office and financial files, case files, administrative files, personnel files, and contract files.
Prioritizes and coordinates multiple projects simultaneously and follows through on issues in a timely manner.
Generates and dispatches service request work orders to multiple subcontractors and vendors, communicating work orders to technicians and internal clients.
Assesses submitted quotes and selects bidders for commercial/financial negotiations.
Maintains project tracking spreadsheets and databases.
Ensures human resource files and records are maintained in accordance with legal requirements and Company policies and procedures.
Assists with the completion of necessary statistical reports.
Files and retrieves corporate documents, records, and reports.
Contacts prepare source documents to resolve questions, inconsistencies, or missing data.
Prepares invoices, reports, memos, letters, financial statements, and other documents using word processing, spreadsheet, database, or presentation software.
Completes monthly and year-end reports regarding terminations, transfers, and new hires.
Performs a wide variety of administrative duties on behalf of the Leadership team with minimal supervision.
Assists in establishing and maintaining an effective and efficient records-management system.
Intervenes, analyzes, manages, and resolves business conflicts between the company and vendors/suppliers.