Office Administrative Assistant

Mead & Hunt•Chicago, IL

3h•Hybrid

About The Position

Mead & Hunt is hiring a part-time Office Administrative Assistant to support its aviation engineering department and office staff at the Chicago, Illinois office. The role combines front-desk reception, office operations, building and vendor coordination, administrative support, and office culture leadership. The assistant is the central on-site resource responsible for helping keep the office welcoming, organized, compliant, well-supplied, and operating smoothly. The position is benefits-eligible, works 30 or more hours per week, and is expected to be in the office approximately 3–5 days per week under an agreed-upon part-time schedule. Employment is contingent upon successful completion of applicable pre-employment screening requirements. Mead & Hunt will not sponsor a visa for this position. The stated salary range is $25.00 to $32.00 per hour; actual compensation may vary based on factors such as experience, skill set, or location.

Requirements

Associate’s degree in business administration or a related field from an accredited college or university, or at least 2 years of relevant office experience if the candidate does not have a degree.
Strong communication and organizational skills; ability to work independently and as part of a team.
Ability to exercise discretion when working with confidential or sensitive information.
Willingness to obtain an Illinois Notary Public commission.

Nice To Haves

Prior office administration experience.
Initiative, reliability, organization, and a strong sense of ownership.
Personable, welcoming, and approachable manner; comfort serving as the face of the office.
Exceptional attention to detail.
Proactive approach and ability to recognize what needs to be handled without waiting to be asked.
Ability to manage many small responsibilities simultaneously and reliably follow through.
Comfort communicating with vendors, building staff, employees, clients, and senior executives.
Strong written and verbal communication skills.
Flexibility and willingness to assist with different assignments as office needs change.
Basic to intermediate proficiency with Bluebeam, Microsoft Word, Excel, PowerPoint, Copilot, Outlook, and Teams.
Comfort learning company systems such as Vision, AEC360, and Newforma.

Responsibilities

Coordinate with building management, property management, and internal Business Operations teams regarding office maintenance, access, communications, and facility matters.
Submit, track, and follow up on office and building work orders, including HVAC, plumbing, kitchen, restroom, lighting, and general maintenance issues.
Review and approve appropriate vendor invoices through PAT/AEC360 and assist with resolving billing discrepancies.
Monitor office conditions and proactively identify items requiring maintenance, cleaning, replacement, restocking, or repair.
Serve as the primary front-desk presence and provide a welcoming, professional environment for employees, clients, vendors, and guests.
Greet visitors, coordinate building access, provide directions, and respond to general office questions.
Receive, sort, distribute, and prepare incoming and outgoing mail, packages, and shipments.
Coordinate shipping labels and mailing needs for employees and project teams, including Interior Design staff and others shipping project materials.
Assist with equipment monitoring as requested by IT.
Coordinate event planning for office and corporate functions.
Perform other duties as assigned.