Office Administrative Assistant

Collegis Education•Oak Brook, IL

12d•Onsite

About The Position

In this role, you’ll serve as a highly visible point of contact for Collegis Education by welcoming guests, supporting employees, maintaining office operations, and helping create a professional, organized, and service-oriented workplace experience. This role exists to support the daily operations of the office by providing front desk coverage, administrative support, facilities coordination, and excellent customer service to employees, visitors, and callers.

Requirements

Minimum of 2 years of experience working as an administrative assistant in a corporate environment preferred
Intermediate to expert-level proficiency in Microsoft Office Suite, with emphasis on Outlook, Word, Excel, PowerPoint, and Visio
Strong interpersonal, written, and verbal communication skills
Ability to work closely with all members of the organization and represent leadership in a highly professional manner
Strong organization and time management skills
Continual attention to detail, follow-through, accountability, and reliability
Ability to adapt to changes in the work environment, manage competing demands, and respond to frequent change, delays, or unexpected events
Ability to maintain a professional image, attitude, and telephone manner in a fast-paced environment
High level of professional ethics and etiquette
Ability to maintain the highest level of confidentiality and handle sensitive material concerning the organization and Executives’ roles
Ability to make sound judgments and take initiative within the functional area of responsibility with minimal direct supervision
A customer-service mindset and willingness to support a wide range of office and administrative needs
Associate’s degree preferred

Responsibilities

Greet office visitors and employees, providing a professional and welcoming front desk experience
Distribute mail, packages, and voicemails in a timely and organized manner
Answer and route Collegis main line calls to ensure accurate and timely communication
Take messages and respond to routine and non-routine questions as appropriate
Work with the office manager and property management to help resolve facilities issues
Maintain cleanliness and organization of the kitchen, kitchenettes, conference rooms, and breakrooms
Order, organize, and restock office and kitchen supplies, including copier and printer supplies, beverages, snacks, and coffee
Support efficient office processes and identify opportunities to improve day-to-day office operations
Order building access cards and create name plates for employees
Assist with FedEx requests and other mail or shipping needs
Ensure the office is properly locked down upon leaving
Help reconcile the corporate credit card as needed
Assist in organizing meetings and special events, including coordinating rooms, sending meeting invitations, arranging food, and supporting setup needs
Develop collaborative relationships with Collegis employees and management
Prepare routine correspondence, including letters, emails, facsimiles, files, and binders
Coordinate special projects as needed
Coordinate meetings with members of the Administration team and assist in preparing communications and materials
Order meals for various meetings and internal events
Code invoices and send them for approval
Serve as backup support for Administration team members, including securing travel reservations for Executives and processing, submitting, and approving expenses as needed
Embody the spirit of Collegis’s mission and vision in daily activities
Adhere to the appropriate information security policies based on the sensitivity of company data and report any security-related issues
Perform other duties as requested, directed, and assigned