Administrative Assistant/ project coordination

DTI (Diversified Technology Inc.); Merrillville (IN); On-site; USD 50,000 - 80,000; Full time

Job summary

DTI (Diversified Technology, Inc.) seeks an Executive Assistant to support the leadership in calendar management, travel coordination, budget tracking, and confidential communications. The role requires strong organization, discretion, and professional MS Office skills.

Responsibilities include meeting preparation, reporting, and collaboration with teams to ensure projects stay on track and deadlines are met. This is a hands-on, fast-paced administrative role in the Chicago Loop area.

Qualifications

• High school diploma or equivalent.
• Bachelor’s degree preferred.

Responsibilities

• Manage the executive's daily schedule, appointments, meetings, projects, and priorities.
• Schedule meetings and travel arrangements, prioritize appointments, and communicate relevant details to participants.
• Balance competing priorities, manage workflows, and ensure critical projects and deadlines are met.
• Gather and organize the necessary documents, materials, and information for meetings.
• Maintain budget records, monitor expenditures, and report budget status.
• Process executive expense reports according to company guidelines and ensure timely payment.
• Prepare information for presentations, projects, and strategic planning.
• Handle phone calls, emails, and confidential inquiries with discretion.
• Provide backup support to colleagues and contribute to team goals.
• Develop and maintain efficient administrative procedures and filing systems.
• Create reports, spreadsheets, and graphs from collected data.

Skills

Organization

Time management

Communication

Interpersonal skills

Confidentiality

Professional demeanor

Project management

Calendar management

Education

High school diploma or equivalent

Bachelor’s degree (preferred)

Tools

Microsoft Word

Microsoft Excel

Microsoft PowerPoint

Job description

Founded in 2007, DTI (Diversified Technology, Inc.) is a successful African American owned IT Consulting/Staffing firm based in Chicago's Loop.

WHAT WE DO:

We focus on providing delivery, staffing, and supported services such as enterprise integration/implementations including, but not limited to, CRM, EAM, ERP, PMO, and QA. We service clients in SLED (state/local gov't & education), financial services, fortune, public utility, as well as regularly partnering with Big 4 SI partners.

Job Description: Executive Assistant / Administrative Support

Job Responsibilities

• Calendar and Time Management: Manage the executive's daily schedule, appointments, meetings, projects, and priorities, including short-term and long-term planning.
• Meeting and Travel Coordination: Schedule meetings and travel arrangements, prioritize appointments, and communicate relevant details to participants.
• Priority and Deadline Management: Balance competing priorities, manage workflows, and ensure critical projects and deadlines are met.
• Meeting Preparation: Gather and organize the necessary documents, materials, and information to ensure the executive is prepared for upcoming meetings.
• Budget Tracking: Maintain budget records, monitor expenditures, and keep the executive informed of budget status.
• Expense Processing: Process executive expense reports according to company guidelines and ensure timely payment and reimbursement.
• Information and Presentation Support: Collaborate with team members to collect, organize, and prepare information for presentations, projects, and strategic planning.
• Communication and Confidentiality: Handle phone calls, emails, and postal mail inquiries, respond appropriately, and maintain the confidentiality of sensitive information.
• Team Collaboration: Provide backup support to colleagues when needed and contribute actively to team and company goals.
• Administrative Process Improvement: Recommend, develop, implement, and maintain efficient administrative procedures, including electronic and paper-based filing systems.
• Reporting and Data Management: Create reports, spreadsheets, and graphs by collecting, compiling, organizing, and presenting data.

Required Qualifications

• High school diploma or equivalent.
• Three years of recent experience in project coordination or related administrative support.
• Strong organizational and time management skills, with the ability to manage multiple responsibilities in a fast-paced environment.
• Excellent attention to detail and a willingness to handle tasks of varying complexity.
• Strong written and verbal communication skills, with the ability to communicate clearly, confidently, and professionally.
• Excellent interpersonal skills, including the ability to build relationships and work effectively with internal and external stakeholders.
• Demonstrated tact, discretion, diplomacy, and the ability to handle confidential and sensitive information.
• Professional and positive demeanor.
• Strong planning and project management skills, with the ability to manage tasks from initiation through completion.
• Proficiency in Microsoft Office applications, including Word, Excel, and PowerPoint.
• Experience scheduling appointments and maintaining calendars.
• Knowledge of professional document formatting and preparation, including reports and business letters.

Preferred Qualifications

• Bachelor's degree from an accredited college.
• Five to eight years of experience in an administrative support role.

DTI is an Equal Opportunity Employer. We do not discriminate based on race, color, religion, sex, gender identity, sexual orientation, national origin, ancestry, age, disability, marital status, veteran status, or any other protected characteristic under Illinois state or federal law. All qualified applicants are encouraged to apply, and employment decisions are based solely on merit, qualifications, and business needs.