Administrative Assistant

Vecor Pipeline Integrity, Inc.; Naperville (IL); On-site; USD 40,000 - 60,000; Full time

Job summary

Vecor Pipeline Integrity, Inc. is seeking an Administrative Assistant to provide essential support within the organization. This role focuses on ensuring a smooth operation of the office by managing daily tasks, communications, and documentation.

The ideal candidate will have strong organizational skills, be proficient in Microsoft Office Suite, and have at least 2-5 years of experience in administrative support roles. Responsibilities include managing office flow, scheduling, and maintaining records while adhering to company policies.

Qualifications

• High school diploma or GED is required.
• Minimum of 2-5 years experience in an administrative role is preferred.
• Proven ability to multitask and prioritize effectively.

Responsibilities

• Manage and organize daily office flow and communications.
• Schedule and manage complex calendars and travel arrangements.
• Process invoices and prepare expense reports.

Skills

Organizational skills

Time management

Communication skills

Proficiency in Microsoft Office Suite

Office management software experience

Confidentiality

Education

Associate's or Bachelor’s degree in Business Administration

Tools

Microsoft Outlook

Zoom

Teams

Job description

The Administrative Assistant is responsible for providing essential administrative, clerical, and organizational support to the assigned department or executive. The core purpose is to ensure the efficient, smooth, and professional operation of the office by managing daily tasks, streamlining communications, and organizing documentation, thereby allowing professional staff to focus on their primary business functions.

Key Responsibilities:

• Manage and organize the daily flow of the office, including handling incoming and outgoing mail, managing office supplies inventory, and coordinating the maintenance of office equipment.
• Maintain and schedule mandatory safety training to ensure all project personnel meet development standards.
• Execute and monitor the random drug and alcohol testing program through DISA to ensure continuous regulatory compliance.
• Manage complex calendars, schedule internal and external meetings (including booking rooms and preparing agendas), and arrange all domestic and international travel logistics (flights, accommodations, ground transportation).
• Serve as the primary point of contact; answer and screen phone calls, greet visitors, and compose professional correspondence, emails, and memoranda on behalf of the team or executive.
• Create, proofread, edit, and format documents, reports, and presentations. Organize and maintain both physical and electronic filing systems to ensure easy retrieval and compliance with record-keeping policies.
• Prepare meeting materials (presentations, handouts), take accurate meeting minutes, and track follow-up action items to ensure timely completion.
• Process invoices, prepare and submit expense reports, and assist with basic budget monitoring and reconciliation for the department.

Required Competencies:

• High school diploma or General Educational Development (GED).
• Associate’s or Bachelor’s degree in Business Administration or a related field.
• Minimum of 2-5 years of experience in an administrative or office support role.
• Expert proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Experience with office management software, calendar scheduling tools, and video conferencing platforms (e.g., Zoom, Teams).
• Exceptional organizational and time management skills; strong written and verbal communication abilities; high level of professionalism, discretion, and confidentiality; proven ability to multitask and prioritize effectively.

Quality and Safety Responsibilities:

• Ensure the accuracy, confidentiality, and proper security of all sensitive documents, personnel files, and financial information handled by the office.
• Adhere strictly to all company policies regarding procurement, travel authorization, and record retention.
• Assist the Office Manager in maintaining a safe and clean working environment, ensuring compliance with general office safety protocols, and being aware of emergency procedures.
• Maintain a high quality of work and a professional demeanor, as the role often serves as the first point of contact for external clients and stakeholders.

Authority and Decision-Making:

• Make final decisions regarding the placement and prioritization of appointments within the managed calendars, in consultation with the assigned staff.
• Approve and purchase routine office supplies and small administrative needs within a pre-approved budgetary limit.
• Organize and prioritize incoming correspondence and tasks to manage the daily workflow of the office effectively.
• Book and finalize travel arrangements based on submitted travel requests and company policy, selecting the most cost-effective and efficient options.