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Administrative Coordinator

2 months ago

Oak Brook, Illinois, United States Chamberlain Group Full time
Position Overview

The Executive Assistant plays a pivotal role in supporting senior management by ensuring efficient operations and effective communication within the organization.

Key Responsibilities:
  • Documentation and Communication: Prepare comprehensive reports, correspondence, proposals, and presentation materials. Organize, review, edit, and disseminate communications while managing incoming calls, visitors, and mail.
  • Calendar Management: Oversee multiple calendars, coordinating appointments and creating detailed itineraries.
  • Meeting Coordination: Plan and facilitate meetings, including scheduling, preparing agendas, and anticipating logistical needs such as equipment and catering. Occasionally responsible for taking and distributing meeting minutes.
  • Data Management: Ensure the accuracy of organizational charts, mailing lists, and contact databases while maintaining various files and reports. Identify automation opportunities to enhance departmental operations.
  • Travel Coordination: Manage all travel arrangements, including flights, transportation, accommodations, and directions, with a focus on international travel.
  • Confidentiality: Handle sensitive and confidential information with discretion.
  • Office Management: Address office space requirements and assist with onboarding new hires by preparing their workspaces and arranging necessary equipment and supplies.
  • Financial Administration: Process invoices, prepare purchase orders, compile and submit expense reports, and conduct budget analyses while reviewing invoice reconciliations.
  • Attendance and Compliance: Maintain regular on-site attendance and adhere to assigned schedules, including additional hours as necessary. Ensure compliance with health and safety regulations.
  • Professional Development: Enhance professional and technical knowledge through workshops, reading industry publications, networking, and participating in professional organizations.
  • Team Contribution: Support team objectives by achieving related results and engaging in projects as required.
Qualifications:
  • High School Diploma or GED Equivalent
  • 6+ years of relevant experience
  • Proficient in Microsoft Office Suite with strong verbal and written communication skills, including grammar and proofreading. Exceptional attention to detail with a focus on organization and prioritization.

Chamberlain Group is committed to fostering an inclusive environment and encourages applicants from diverse backgrounds to apply. We are proud to be an Equal Opportunity Employer.