Administrative Assistant

Inmar Intelligence•Libertyville, IL

15d•$20 - $33•Onsite

About The Position

The Administrative Assistant serves as the central administrative and operational support resource for the facility. This role ensures smooth daily office operations, providing administrative assistance for leadership and staff, purchasing and supply systems, coordinating hospitality and events, and maintaining regulatory and facility documentation. This position requires strong organizational skills, technical aptitude, and the ability to independently coordinate multiple priorities.

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
Demonstrated technical aptitude with the 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
Candidates must have authorization to work in the U.S. without the need for employer sponsorship now or in the future.

Nice To Haves

Individual Competencies Integrity: Able to communicate well in straight-forward situations.
Teamwork: Advanced communication skills used to lead a team.
Communication: Contributes to strategy for their team.
Coaching: Develops respect for ideas and proposals within the department.
Conflict Management: Develops solutions to complicated issues using abstract thinking in new or complex situations.
Inclusivity: Diagnoses issues using a systematic and methodical approach.
Quality Management: Helps others manage departmental changes.

Responsibilities

Maintain daily office operations to ensure efficiency, organization, and alignment with company policies
Serve as the primary point of contact for office-related needs and inquiries
Maintain office systems, processes, and procedures to support smooth operations
Manage office access, security coordination, and visitor logistics as needed
Maintain inventory of office supplies, kitchen items, and essential materials
Assist with vendor coordination for services such as office supplies, equipment, and maintenance
Process office-related invoices
Ensure the office environment is clean, safe, and fully functional
Monitor and report facility-related issues, coordinating timely resolution
Assist leadership with scheduling guest visits, audits and tours.
Maintain schedules or logs for office usage, visitors, or shared spaces as needed
Coordinate logistics for training sessions
Assist with general purchasing functions utilizing the Oracle Procurement System
Assist with planning and logistics for facility events such as; Employee Appreciation, Town Hall, Family Fun Day, etc.
Assist with new hire onboarding process and logistics
Continue to grow skill sets with available tools and resources to advance capabilities.
Perform other duties as assigned
Comply with all company policies and standards