Administrative Assistant I

msiexpress; Geneva (IL); On-site; USD 28,000 - 30,000; Full time

Benefits offered by this job

Health Insurance

Paid Time Off

Dental Insurance

Vision Insurance

401K

Job summary

MSI Express is seeking an Administrative Assistant to provide efficient support across multiple sites and ensure smooth operations. The role emphasizes organization, attention to detail, and the ability to handle diverse tasks.

Responsibilities include coordinating meetings, managing correspondence, data entry, report preparation, and travel arrangements. Excellent written and verbal communication skills are essential, with bilingual English/Spanish being a plus.

Qualifications

• High school diploma or equivalent; certification in office administration is a plus.
• Proven experience as an Administrative Assistant or similar role.
• Strong organizational and time management skills; ability to prioritize tasks and meet deadlines.
• Proficiency in Microsoft Office and other office tools.
• Excellent written and verbal communication; attention to detail and confidentiality.

Responsibilities

• Perform various administrative tasks including answering calls, responding to emails, and managing correspondence.
• Coordinate and schedule meetings across multiple sites; manage calendar and travel plans.
• Maintain and organize electronic and physical files and records; prepare reports and documents as needed.
• Assist in data entry, reporting, and data analysis; maintain databases securely.
• Support facilities operations, office supplies, and vendor coordination; ensure smooth office logistics.
• Arrange travel between sites and reconcile travel expenses per policy.
• Take meeting notes, distribute actions, and follow up with stakeholders.

Skills

Organizational skills

Time management

Communication skills

Multitasking

Bilingual (English/Spanish)

Education

High school diploma

Office administration certification

Tools

Microsoft Office Suite

Job description

Job Description:

Competitive Pay Rate: $20.00-$22.00 per hour

Job Type: Full-time

Benefits

• Health Insurance
• Paid Time Off
• Dental Insurance
• Vision Insurance
• 401K

Schedule: 1st Shift

Position Overview

As an Administrative Assistant, you will play a pivotal role in providing efficient administrative support to ensure smooth operations across multiple sites. Your strong organizational skills, attention to detail, and ability to handle a variety of tasks will contribute to the overall success of our company.

Responsibilities

General Administrative Support

• Perform various administrative tasks, including answering phone calls, responding to emails, and managing correspondence.
• Coordinate and schedule meetings, conferences, and appointments for multiple sites.
• Maintain and organize files, records, and documents in both electronic and physical formats.
• Assist in preparing reports, presentations, and other documents as needed.
• Other duties as assigned.

Site Coordination

• Serve as a central point of contact for site-specific administrative matters.
• Coordinate site visits, ensuring necessary arrangements, such as travel and accommodations, are made.
• Liaise with internal departments and external stakeholders to ensure smooth communication and collaboration across sites.

Data Management and Reporting

• Assist in data entry and data management tasks, ensuring accuracy and completeness of information.
• Generate reports, compile data, and assist in analyzing and interpreting data as required.
• Maintain databases and records, updating information regularly and ensuring confidentiality and security.

Office Operations Support

• Order and maintain office supplies, equipment, and inventory for multiple sites.
• Coordinate with vendors and service providers for repairs and maintenance of office equipment.
• Support facilities management, including coordinating office space allocations, seating arrangements, and office logistics.

Travel and Expense Management

• Coordinate travel arrangements, including booking flights, accommodations, and transportation, for employees traveling between sites.
• Assist in managing and reconciling travel expenses, ensuring adherence to company policies and guidelines.

Meeting Support

• Assist in organizing meetings, including scheduling, preparing agendas, and arranging necessary resources.
• Take meeting notes, distribute them to relevant stakeholders, and follow up on action items.
• Set up and maintain conference rooms, ensuring necessary equipment and supplies are available.

Requirements

• High school diploma or equivalent qualification; additional certification in office administration is a plus.
• Proven experience as an Administrative Assistant or in a similar role.
• Strong organizational and time management skills, with the ability to prioritize tasks and meet deadlines.
• Proficiency in using office software (e.g., Microsoft Office Suite) and other relevant tools.
• Excellent written and verbal communication skills.
• Attention to detail and accuracy in handling administrative tasks.
• Ability to maintain confidentiality and handle sensitive information with professionalism.
• Strong interpersonal skills and the ability to work effectively with individuals at all levels.
• Proactive and self-motivated, with the ability to work both independently and collaboratively.
• Flexibility to adapt to changing priorities and multitask in a fast-paced environment.
• Previous experience in a manufacturing or packaging company is advantageous.
• Bilingual in English and Spanish.

MSI Express is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees.