Administrative Services Assistant

TEKsystems • Berwyn, IL

4d • $25 - $28 • Onsite

About The Position

The Administrative Services Assistant provides administrative support across Business and Administrative Support Services and other assigned departments. The role manages calendars and meetings, prepares materials and reports, maintains departmental records and shared resources, and provides administrative coverage as needed.

The position coordinates in-person, virtual, and hybrid meetings, training sessions, and events, including room and audiovisual arrangements, agendas, communications, registration, and guest support. It also handles internal catering requests, vendor communication and logistics, and supports vendor onboarding, purchasing, invoice processing, expenditure tracking, and budget reporting while maintaining documentation in accordance with Bank policies and procedures.

The role supports employee recognition, engagement, training, professional development, CPE administration, certification processes, onboarding, ERG activities, and workplace events in collaboration with HR, Communications, Facilities, and business leaders. Office operations duties include reception and visitor support, facilities-related administration, promotional items, and helping maintain a safe, professional, and welcoming workplace. This is a contract position based fully onsite in Chicago, Illinois.

Requirements

• High school diploma required.
• Previous experience in reception, administrative support, workplace services, or facilities support; corporate environment experience preferred.
• Strong customer service orientation and a professional, approachable demeanor.
• Excellent verbal and written communication skills, including a professional phone manner.
• Strong organizational skills, attention to detail, and ability to manage multiple priorities.
• Ability to remain patient, responsive, and solution-oriented in challenging situations or when working with customers.
• Proficiency with Microsoft 365 tools, including Outlook, Teams, Word, and Excel, and comfort learning new systems.
• Ability to exercise discretion and handle sensitive or confidential information appropriately.

Nice To Haves

• Associate or bachelor's degree.
• Experience in hospitality, in-person customer service, or employee-facing corporate roles.
• Familiarity with visitor management systems, service request platforms, or workplace operations tools such as FedEx Ship Manager or ServiceNow.
• Security training, First Aid, and/or CPR certification.

Responsibilities

• Provide administrative support across Business and Administrative Support Services and other assigned departments.
• Manage calendars, schedule meetings, coordinate logistics, and prepare meeting materials.
• Maintain distribution lists, shared mailboxes, group calendars, departmental records, trackers, and administrative documentation.
• Assist with travel arrangements, expense reporting, document preparation, surveys, and compiling information for reports and presentations.
• Provide administrative coverage and backup support as needed.
• Coordinate logistics for in-person, virtual, and hybrid meetings, training sessions, and events, including room reservations and audiovisual support.
• Develop agendas, attendee communications, schedules, and supporting materials; manage registration and greet guests, speakers, and vendors.
• Support employee programs, leadership events, ERG activities, training programs, recognition events, and department meetings, and address issues during event execution.
• Serve as the primary contact for internal catering requests and coordinate orders, vendors, delivery, room setup, attendee counts, dietary restrictions, and service requirements.
• Support vendor onboarding and administration; process purchase orders, contracts, invoices, and supporting documentation.
• Track expenditures, reconcile invoices, maintain records, and assist with budget reporting and compliance documentation.
• Coordinate employee recognition and engagement initiatives, training and professional development administration, CPE administration, certification processes, onboarding programs, and workplace engagement activities.
• Collaborate with HR, Communications, Facilities, and business leaders to support employee experience.
• Provide reception and visitor support, coordinate promotional items and gifts, and support facilities-related administration and vendor coordination.
• Help maintain a safe, professional, and welcoming workplace environment.

Benefits

• Medical, dental, and vision coverage, subject to eligibility.
• Critical illness, accident, and hospital benefits, subject to eligibility.
• 401(k) retirement plan with pre-tax and Roth post-tax contributions available.
• Voluntary life and AD&D insurance for employees and dependents.
• Short- and long-term disability.
• Health Spending Account (HSA).
• Transportation benefits.
• Employee Assistance Program.
• Time off/leave, including PTO, vacation, or sick leave, subject to eligibility and applicable terms.

What This Job Offers

• Career Level: Entry Level
• Education Level: High school or GED