Administrative Assistant

Inmar Intelligence•Libertyville, IL

24d•$20 - $33•Onsite

About The Position

The Administrative Assistant serves as the facility’s central administrative and operational support resource. The position supports leadership and staff, office operations, purchasing and supply systems, hospitality and events, and 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 position performed on site in the office Monday through Friday. The role maintains office operations, serves as the primary contact for office-related needs, manages office systems and supplies, coordinates vendors and office-related invoices, and supports facility needs and visitor logistics. It also assists with purchasing through Oracle Procurement, facility events, training logistics, and new-hire onboarding. The position requires a high school diploma, 2–4 years of relevant experience, and bilingual English/Spanish verbal and written skills. The listed hiring range is $19.63–$32.72 per hour.

Requirements

High school diploma required.
2–4 years of administrative, office management, or operations support experience.
Bilingual English/Spanish verbal and written language skills required.
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.
Ability to meet the described physical demands, including frequently handling objects, reaching, talking or hearing and reading instructions, standing, kneeling or stooping, lifting 20 pounds, and viewing items at close range.
Must be authorized to work in the U.S. without employer sponsorship now or in the future; the role is not eligible for student visa sponsorship, including F-1 OPT or CPT.

Responsibilities

Maintain daily office operations, systems, processes, and procedures in alignment with company policies.
Serve as the primary point of contact for office-related needs and inquiries.
Coordinate office access, security, visitor logistics, and schedules or logs for office usage, visitors, or shared spaces as needed.
Maintain inventory of office supplies, kitchen items, and essential materials.
Coordinate vendors for office supplies, equipment, and maintenance, and process office-related invoices.
Ensure the office environment is clean, safe, and functional; monitor facility issues and coordinate timely resolution.
Assist leadership with scheduling guest visits, audits, and tours.
Coordinate logistics for training sessions.
Assist with general purchasing functions using the Oracle Procurement System.
Assist with planning and logistics for facility events, including Employee Appreciation, Town Hall, and Family Fun Day.
Assist with new-hire onboarding processes and logistics.
Continue developing skills with available tools and resources.
Perform other duties as assigned and comply with company policies and standards.

Benefits

Medical, dental, and vision insurance.
Basic and supplemental life insurance options.
401(k) retirement plans 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.
Conciergerie and work/life support resources.
Adoption assistance reimbursement.
Perks and discount programs.
Depending on job level and role, annual discretionary bonuses through the Core Company Performance Bonus Plan, equity grants, sign-on bonuses, and other tailored incentives may be available.
Additional discretionary compensation may include Growing Revenue Incentives, Corporate or VIP Bonuses, and deferred compensation opportunities.