Administrative Assistant

Vecor Pipeline Integrity, Inc.; Naperville (IL); On-site; USD 38,000 - 54,000; Full time

Job summary

Vecor Pipeline Integrity, Inc. is seeking an Administrative Assistant to provide essential admin, clerical, and organizational support.

The role ensures efficient office operation by handling daily tasks, streamlining communications, and organizing documentation for professional staff. Responsibilities include managing calendars, coordinating travel, preparing materials, and maintaining records with a focus on accuracy and confidentiality.

Qualifications

• High school diploma or GED required.
• Associate’s or Bachelor’s degree in Business Administration or related field preferred.
• 2–5 years of administrative/office support experience required.
• Expert proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Experience with office management software, calendar scheduling tools, and video conferencing platforms (Zoom, Teams).
• Exceptional organizational and time management skills; strong written and verbal communication; professionalism, discretion, and ability to multitask.

Responsibilities

• Manage daily office workflow, mail, supplies, and equipment maintenance.
• Maintain and schedule mandatory safety training for project personnel.
• Execute and monitor drug and alcohol testing programs to ensure compliance.
• Manage complex calendars, schedule internal and external meetings, and arrange travel (domestic and international).
• Serve as primary contact; screen calls, greet visitors, and draft correspondence.
• Create, proofread, format documents, and maintain filing systems for easy retrieval.
• Prepare meeting materials, take minutes, and track follow-up actions.

Skills

Microsoft Office

Calendar scheduling

Organizational skills

Communication skills

Multitasking

Discretion/Confidentiality

Education

High School Diploma or GED

Associate’s or Bachelor’s degree in Business Administration or related field

Tools

Zoom

Microsoft 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.