Administrative Assistant I

MSI Express, INC; Geneva (IL); Hybrid; 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, INC in Geneva, IL seeks an Administrative Assistant I to provide comprehensive administrative support across multiple sites. You will coordinate meetings, manage documents, and assist with data entry and reporting, ensuring smooth cross-site operations.

Ideal candidates bring a high school diploma, bilingual English/Spanish skills, and solid experience with office software. This full-time 1st shift role offers health, PTO, dental, vision, and 401K benefits.

Qualifications

• High school diploma or equivalent; certification in office administration is a plus.
• Proven experience as Administrative Assistant or similar role.
• Bilingual in English and Spanish.
• Strong organizational and time management skills; ability to meet deadlines.
• Proficiency in office software and data handling; maintain confidentiality.

Responsibilities

• Answer phone calls, respond to emails, and manage correspondence.
• Coordinate meetings, conferences, and appointments for multiple sites.
• Organize files, records, and documents in electronic and physical formats.
• Prepare reports, presentations, and other documents as needed.
• Serve as a central point of contact for site administrative matters.
• Coordinate site visits, travel, and accommodations.
• Assist in data entry, reporting, and data analysis as required.
• Order and maintain office supplies; manage vendor relationships.
• Arrange travel, book flights, and reconcile travel expenses.
• Support facilities management and office space coordination.
• Take meeting notes, distribute action items, and follow up.

Skills

Organizational skills

Time management

Written and verbal communication

Interpersonal skills

Multitasking

Attention to detail

Proactive and self-motivated

Confidentiality

Independent work

Education

High school diploma

Office administration certification (nice to have)

Tools

Microsoft Office Suite

Job description

## Administrative Assistant IApplylocations: 1885 Geneva ILtime type: Full timeposted on: Posted Yesterdayjob requisition id: R-101773**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.