Administrative Assistant

Aston Carter•Berwyn, IL

1d•Hybrid

About The Position

The Administrative Assistant provides high-level administrative support to a Vice President, multiple Department Directors, and managers within a fast-paced product and partner management team. This role conducts research, manages information requests, and performs a wide range of clerical and coordination functions. The Administrative Assistant acts as an information and communication hub for the office, ensuring schedules, meetings, travel, and departmental activities run smoothly while maintaining a high degree of confidentiality and professionalism.

Requirements

1–3 years of experience in an office role or professional setting.
1–3 years of experience using Microsoft Office Suite, including PowerPoint, Excel, Word, Outlook, and Teams.
Proficiency in Microsoft Outlook for calendar management, scheduling, and email communication.
Experience with administrative support tasks such as scheduling, calendar management, clerical work, and event coordination.
Ability to prepare and process invoices, expense reports, and other basic bookkeeping or financial documents.
High school diploma or GED.
Strong attention to detail with the ability to produce accurate and polished documents.
Ability to work independently and manage one’s time effectively in a deadline-driven environment.
Strong problem-solving skills and the ability to apply good judgment in a variety of situations.
Strong written and verbal communication skills for drafting correspondence and interacting with stakeholders.
Ability to keep information organized, maintain orderly records, and manage multiple priorities.
Ability to maintain confidentiality when handling sensitive information.
Professional presentation and comfort interacting with high-level executives.

Nice To Haves

College education is preferred.
Experience in a dedicated administrative support role is a plus.
Experience handling invoicing, expense reports, and related financial processes is desirable.
Experience with event planning or coordinating internal and external meetings and small departmental events.
Familiarity with working in a fast-paced, changing environment that requires flexibility and adaptability.
Comfort using instant messaging tools for quick internal communication.
Interest in supporting product and partner management activities, including coordinating with external partners.
Motivation to grow within the organization, with potential for conversion to a permanent role.

Responsibilities

Provide comprehensive administrative support to one Vice President, four Department Directors, and managers, ensuring their daily activities and priorities are well organized.
Prepare invoices, expense reports, financial statements, reports, memos, letters, presentations, and other business documents using Microsoft Office applications.
File and retrieve corporate documents, records, and reports, maintaining accurate and organized records management systems.
Open, sort, and distribute incoming correspondence, including email and faxes, and independently draft and compose routine letters based on established processes and procedures.
Manage complex calendars, including scheduling and rescheduling internal and external meetings, conference calls, and departmental events for multiple leaders.
Coordinate and schedule travel arrangements, including flights, hotels, transportation, and itineraries for internal stakeholders and external partners.
Plan and support internal and external business meetings, conferences, and office events, including coordinating logistics, preparing materials, and arranging catering such as breakfast or lunch.
Perform general office duties such as ordering office supplies, monitoring inventory, and ensuring the office is well equipped for daily operations.
Handle basic bookkeeping tasks, including invoice entry and support for financial and expense-related processes.
Prepare responses to correspondence containing routine inquiries, ensuring timely and professional communication with internal teams and external partners.
Support special projects and programming for the product and partner management team, contributing to project coordination and follow-up activities.
Compile meeting notes, create and format presentations, and distribute materials in advance of meetings using Microsoft PowerPoint and other Office tools.
Facilitate and help administer departmental reward and recognition programs, including tracking activities and coordinating related events or communications.
Maintain strict confidentiality of sensitive information and apply sound judgment when handling confidential documents and communications.
Use email and instant messaging as primary communication tools to coordinate with coworkers, leaders, and external partners.
Work directly with external partners to set up meetings, coordinate travel, and support partner relationship activities.
Prioritize and manage multiple tasks and deadlines independently, ensuring all assigned work is completed accurately and on time.
Present a professional image and interact comfortably with high-level executives, internal stakeholders, and external partners.