Administrative Assistant

Bosch Group • Oakbrook Terrace, IL

3d • Hybrid

About The Position

Provide high-level executive administrative and operational support to the VP of Tax (C/TXR-NA), five Directors, and a department of 20 associates. This position serves as the primary Tax Office Coordinator, ensuring departmental efficiency and handling highly confidential information with professional discretion.
This position will be based out of Oak Brook Terrace, IL facility (a Western suburb of Chicago). The Robert Bosch Organization has a hybrid policy, applicants must work in office 3 days per week.

Requirements

• Minimum of 5 years of administrative experience supporting executive-level leadership (VP or Director level).
• Advanced proficiency in Microsoft Office Suite, with specific expertise in complex Outlook calendar management, PowerPoint presentation design, and Excel for data tracking.
• Current Notary Public commission or the ability to obtain certification within 90 days of hire.
• Experience processing invoices, managing purchase orders, and handling corporate purchasing card (P-Card) reconciliation.
• Ability to manage high-volume physical mail (8k–10k pieces annually) and coordinate sensitive document distribution via certified mail or digital fax.
• Professional verbal and written communication skills suitable for acting as a liaison between internal leadership, external vendors, and building management.

Nice To Haves

• Prior experience in a corporate Tax, Legal, or Finance environment.
• Familiarity with SCRUM meeting methodologies and experience using Greenhouse or Ashby for recruitment-related administrative support.
• Experience with SharePoint site administration and Survey Monkey for departmental data collection.
• Previous experience with banking scanners for check deposits and handling restricted-access security documentation.
• Multinational Coordination: Experience organizing meetings and logistics across multiple time zones or countries (specifically USA, Mexico, and Canada).

Responsibilities

• Proactively manage complex calendars and inbox priorities for the VP and Directors, ensuring all deadlines and urgent communications are addressed.
• Lead the planning and execution of weekly, monthly, and quarterly leadership and departmental meetings across the US, Mexico, and Canada; develop agendas, executive presentations, and meeting minutes.
• Coordinate travel logistics and manage expense reporting for senior leadership.
• Act as the departmental Subject Matter Expert (SME) for financial processes, managing an annual invoice volume of ~$2.0M, purchase orders, and departmental purchasing card reconciliation.
• Oversee the secure processing, notarization, and distribution of sensitive tax documents, including high-volume certified mail (8k-10k pieces annually), faxes, and digital check deposits via banking scanners.
• Serve as the primary point of contact for building management and the HSE department to manage badge access, restricted areas, and office supply inventory.
• Maintain essential departmental data, including organizational charts, emergency contact lists, asset tracking for remote equipment, and SharePoint site administration.
• Facilitate orientation training for new associates and lead administrative special projects as assigned.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: No Education Listed