Administrative Assistant/ Executive Administrative Assistant/ Project Administrative Assistant/ Administrative Coordinator/ Administrative Support Specialist/ Executive Assistant

2 days ago

Lemont, United States Vantage Point Consulting Inc. Full time

Job Description:

  • The CLIENT is partnering with several organizations to transition the management of Fermilab to a new contractor. We are seeking a highly organized and proactive Administrative Assistant to support the transition team with a range of administrative functions. This role involves scheduling, drafting communications, planning meetings, and managing various projects. The ideal candidate will be detail-oriented, capable of multitasking, and possess excellent communication skills.


Key Responsibilities:

Scheduling & Calendar Management:

Coordinate and manage executive and team calendars.

Schedule and confirm appointments, meetings, and events.

Handle travel arrangements and accommodations as needed.

Drafting Communications:

Draft, proofread, and edit internal and external communications, including emails, memos, and reports.

Prepare and distribute meeting agendas, minutes, and follow-up action items.

Serve as a liaison between departments and external partners.

Meeting & Event Planning:

Organize and coordinate meetings and events.

Prepare meeting materials and ensure all logistical arrangements are in place.

Follow up on action items and track progress to ensure timely completion.

Project Management:

Assist with planning and executing various projects.

Monitor project timelines and deadlines, ensuring deliverables are met.

Prepare status reports and update stakeholders on project progress.


Job Skills & Competencies:

  • Organizational Skills: Ability to manage multiple tasks and prioritize effectively.
  • Communication Skills: Excellent written and verbal communication skills; ability to draft clear, professional documents and correspondence.
  • Attention to Detail: Strong focus on accuracy and thoroughness in all tasks.
  • Time Management: Capable of managing time efficiently and meeting deadlines.
  • Technical Proficiency: Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and familiarity with project management software (e.g., Asana, Trello).
  • Interpersonal Skills: Strong ability to work collaboratively with team members and interact professionally with clients and stakeholders.
  • Problem-Solving: Ability to identify issues and develop practical solutions.
  • Discretion: Ability to handle highly sensitive information with confidentiality.


Education & Experience:

  • High School Diploma or equivalent required; Associate degree or higher preferred.
  • Minimum of 2-3 years of administrative experience, preferably in a corporate or professional setting.
  • Experience in project management and event planning is a plus.

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