Administrative Assistant

Ecolab•Naperville, IL

16d•Onsite

About The Position

Ecolab is seeking an Administrative Assistant III to join our team in Naperville, IL. As an Administrative Assistant III, you’ll be at the heart of a dynamic team, supporting senior leaders and helping drive business success. You’ll bring structure, clarity, and energy to every task—whether it’s coordinating meetings, managing calendars, or supporting HR, finance, and customer-facing processes. This is your opportunity to grow your career while helping others thrive.

Requirements

High school diploma or equivalent
Four years of administrative experience
Intermediate proficiency in MS Office (Outlook, Excel, PPT)
Experience successfully managing multiple, competing priorities to meet deadlines
Excellent verbal and written communication skills, with a strong customer service focus
Organizational skills and attention to detail
Experience anticipating needs, being resourceful, and using sound judgment and tact
Critical thinking, analytical, and problem-solving skills
Learning agility; Experience quickly gaining knowledge of organizational operations, procedures, and staff
Experience working independently, as well as collaborating in a team environment
Reliability, flexibility and approachability
Process oriented, adaptable, reliable, flexible and approachable

Nice To Haves

Bachelor’s degree

Responsibilities

Perform general administrative duties in support of individuals, teams, and business processes
Develop, compile, and analyze basic information for inclusion in reports or presentation materials
Prepare charts, graphs, and tables to support business insights and decision-making
Coordinate meeting logistics, including reserving conference rooms, setting up equipment, and preparing materials
Manage calendars across time zones and ensure leaders are where they need to be, when they need to be there
Support financial processes such as corporate card reconciliation, invoice tracking, and budget planning
Arrange domestic and international travel, including visa processing
Provide HR-related support for hiring, onboarding, promotions, transfers, and terminations
Assist with processing legal contracts and maintaining accurate customer master data
Compile and edit presentation content from multiple sources and distribute reports to stakeholders
Maintain agendas, action item lists, and program plans, escalating issues when needed
Respond to routine correspondence following established procedures
Create and manage SharePoint sites and shared drives to keep teams organized
Communicate proactively to meet internal and external client needs
Maintain key relationships with customers and internal departments to understand and support customer expectations
Assist with customer issue resolution, including invoice discrepancies, reporting, and service concerns
Provide back-up support to other administrative team members as needed
Organize and maintain office systems, supplies, and equipment