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Receptionist / Administrative Assistant

3 months ago

Oak Brook, United States True Group, Inc. Full time

The Receptionist / Admin will join True’s great culture with some office management or administrative assistance experience and a positive attitude, strong drive to succeed, and a keen focus on customer service.


Responsibilities:


  • Greet all clients, guests, employees, and vendors in a warm and welcoming manner when representing the reception area.
  • Receive and direct outside guests while maintaining the guest portal.
  • Answer and direct internal and external phone calls to the appropriate point of contact.
  • Help manage and maintain all meeting room calendars; prioritize and schedule all incoming meeting and appointment requests.
  • Help schedule and organize and accept meeting room requests through Outlook. Verify approval from EC team for external client requests.
  • Manage and maintain a master event calendar for the executive team.
  • Assist with all internal Team events, including event planning (ordering food, décor, supplies as needed), event setup/take-down, and invitation/ guest list management.
  • Assist with Giving Initiatives: planning of charitable giving events, organizing collection drives, coordination with points of contact at different charitable organizations, etc.
  • Manage incoming and outgoing mail/packages. Deliver mail to appropriate person.
  • Create desk name tags for new employees.
  • Coordinate with employees on temporary work spaces and storage.
  • Escalate all facilities issues or concerns to appropriate True contact to ensure building maintenance receives the maintenance work order.
  • Help organize and restock items upon delivery and keep office space organized and clean, to include:
  • Empty dishwasher in mornings and load at end of day.
  • Tidy up meeting rooms in mornings and throughout the day after each meeting.
  • Clean kitchen tables, countertops, and microwaves throughout the day.
  • Clean out kitchen refrigerators on Friday evenings.
  • Stock women’s restroom toiletries.
  • Organizing storage cabinets of office supplies for employee use.
  • On weekly basis, help take inventory of refreshments, kitchen supplies, and office supplies for multiple office locations and keep track of orders in spreadsheet to manage order costs.
  • Assist remote facilities in Lombard, Tampa, Memphis, Tempe, etc. with maintenance requests as necessary.
  • Manage and maintain a master list of all facility work requests to ensure visibility and completion.
  • Maintain a positive working relationship with True’s preferred vendors (Garvey’s, Costco, Chicagoland, Phillips, etc.).
  • Assist in the ordering, set-up and clean-up of food orders within the office for internal employees and client meetings/events.
  • Help maintain weekly staff meeting agendas, including tracking data and making daily updates to checklists.
  • Assist in running True’s Recognition Program by maintaining accurate records, communicating with team members and True Leadership.
  • Assist in running True’s new member Welcome Kit Program through assembly, tracking and mailing to new team members.
  • Translate and create content from True’s newsletter and announcement requests into easy readable content for Yodek.
  • Participate as needed in special department projects.
  • Taking notes for in house meetings as requested.
  • Provide in person support for contract employees.


Qualifications:


  • Bachelor’s Degree preferred
  • Strong organizational abilities necessary, ability to multitask
  • 1 - 2 years of administrative support experience preferred
  • Strong computer literacy with Microsoft Office – Word, Excel, PowerPoint
  • Able to work effectively within a team environment
  • A great personality
  • A solid work ethic, with a good track record of setting and maintaining high professional and personal standards
  • Exceptional attention to detail
  • Excellent verbal and written communication skills; the confidence in yourself to communicate effectively


Please, local candidates only. Thanks for checking us out, and feel free to drop us a line with your resume highlighting why this position sounds like a great match for you