Administrative Assistant

PHD Services; Illinois; On-site; USD 55,000 - 75,000; Full time

Job summary

PHD Services in Illinois is seeking an experienced Executive Administrative Assistant to join our team and provide high-level support to our executive staff. The role requires strong organization, discretion, and the ability to manage multiple priorities while welcoming visitors and callers.

You will handle calendar management, travel arrangements, meeting notes, and daily office operations using Microsoft 365 and Google Workspace.

Qualifications

• High school diploma or GED equivalent.
• Valid driver's license.
• Minimum of 5 years executive-level administrative experience.
• Experience with multifunction printers, scanning, and toner replacement.
• Proficiency with Microsoft 365 and Google Workspace.
• Proficiency with Word, Excel, Outlook, PowerPoint and other business apps.
• Strong organizational, time-management, and multitasking skills.
• Excellent written and verbal communication.
• Professional, discreet demeanor with executives, staff, visitors and vendors.
• Ability to handle confidential information and respond professionally.

Responsibilities

• Maintain, organize, and order office supplies.
• greet and sign in visitors and provide a welcoming experience.
• Manage team schedules and appointments using calendar apps.
• Coordinate domestic and international travel for executive staff.
• Take accurate meeting notes and distribute follow-ups.
• Answer, screen, and direct incoming calls professionally.
• Receive and relay messages accurately and promptly.
• Assist with administrative and project work using Microsoft 365.
• Support executives and teams with day-to-day needs.
• Maintain organized files and confidential records.

Skills

Executive support

Calendar management

Travel coordination

Communication skills

Discretion

Multitasking

Document management

Attention to detail

Education

High school diploma or GED

Tools

Microsoft 365

Google Workspace

Word

Excel

Outlook

PowerPoint

Job description

Description

This position provides high-level administrative support to help ensure the office operates efficiently, professionally, and smoothly. The ideal candidate is highly organized, detail-oriented, and comfortable managing multiple priorities while supporting executive staff, coordinating schedules and travel, and serving as a welcoming first point of contract for visitors and callers. Strong communication skills, professionalism, discretion, and proficiency with modern office technology are essential to success in this role.

Responsibilities:

• Maintain, organize, and order general office supplies, including paper, pens, ink/toner, and other essential materials, ensuring teams have the resources they need to operate effectively.


• Green and sign in visitors, direct them to the appropriate location, and provide a welcoming, professional experience.


• Manage and organize team schedules and appointments using calendar and scheduling applications.


• Coordinate and book domestic and international travel arrangements for executive staff, including transportation, lodging, and related itineraries.


• Take accurate and detailed meeting notes and distribute information or follow-up items as needed.


• Answer, screen, and direct incoming phone calls in a professional and courteous manner.


• Receive and communicate messages and information accurately, professionally, and in a timely manner.


• Assist with administrative and project-based work using Microsoft 365 and other office productivity tools.


• Support executive staff and team members with day-to-day administrative needs as assigned.


• Maintain organized files, documents, and other administrative records while handling sensitive information with discretion.

Requirements

• High school diploma or general education degree (GED) equivalent.


• Valid driver's license.


• Minimum of 5 years of experience as an executive-level administrative assistant or in a comparable administrative support role.


• Demonstrated experience operating multifunction printers, including scanning documents and sending them as email attachments, configuring copy settings, and performing light maintenance such as replacing toner cartridges.


• Experience with office productivity suites, including Microsoft 365 and Google Workspace.


• Proficiency with Microsoft Word, Excel, Outlook, PowerPoint, and other common business applications.


• Strong organizational, time-management, and multitasking skills with the ability to prioritize competing demands.


• Excellent written and verbal communication skills.


• Professional, friendly, and polished demeanor when interacting with executives, employees, visitors, clients, and vendors.


• Strong attention to detail and the ability to maintain accuracy while working under deadlines.


• Ability to work independently, exercise good judgment, and handle confidential or sensitive information appropriately.

Preferred Qualification:

• Typing speed of at least 65 works per minute.


• Previous experience supporting executives, senior leadership, or a fast-paced professional office environment.


• Experience coordinating complex calendars, meetings, and executive travel.


• Strong working knowledge of both Microsoft 365 and Google Workspace.