Administrative Operations Assistant

Inner Valor Inc; Chicago (IL); Hybrid; USD 32,000 - 36,000; Part time

Benefits offered by this job

Sick leave

Paid time off

Job summary

Inner Valor Inc. is seeking an organized Administrative Operations Assistant to manage everyday office tasks, employee documentation, data entry, and scheduling.

This entry-level role requires advanced Excel skills and offers a hybrid work arrangement at our Chicago office. No prior professional office experience is required, with training provided and growth opportunities in operations and HR support.

Qualifications

• Advanced Microsoft Excel skills are required.
• Strong organization and attention to detail.
• Clear, professional written and verbal communication.

Responsibilities

• Organize digital files, update records, and draft routine documents using templates.
• Schedule meetings, prepare materials, take notes, and track follow-up items.
• Assist with office supplies, routine correspondence, and other administrative tasks.
• HR support: schedule interviews, track onboarding, and process forms.

Skills

Advanced Excel

Office administration

Data entry

Scheduling

Communication

Tools

Pivot tables

XLOOKUP

INDEX/MATCH

SUMIFS/COUNTIFS

IF/IFERROR

Data validation

Conditional formatting

Job description

Administrative Operations Assistant
Entry-Level / Student Opportunity — Advanced Excel Skills Required

Location: 875 N Michigan Ave, Chicago, IL - Hybrid

Compensation: $23–$26 per hour, based on demonstrated Excel skills and relevant experience

Benefits: Sick, PTO

About Inner Valor

At Inner Valor, we are committed to redefining security through innovation, integrity, and exceptional service. Our mission is to safeguard what matters most—our clients’ assets, people, and ideas—by delivering professional security solutions that provide confidence, consistency, and peace of mind.

Position Summary

We are seeking an organized, dependable Administrative Operations Assistant to help with everyday office tasks, employee documentation, data entry, and scheduling. This role is suitable for a current student, recent graduate, or someone beginning a career in business administration, human resources, or operations. Advanced Excel skills are required; these may be gained through coursework, projects, or work experience. No prior professional office experience is required.

You will work from established instructions, checklists, and templates, with training and regular guidance from your supervisor. Tasks will be assigned based on your training, agreed hours, and business priorities, with additional responsibilities introduced as your skills develop.

Key Responsibilities

1. Administrative Operations & Office Management

• Organize digital files, update records, and prepare routine documents using company templates.
• Help schedule meetings, prepare materials, take notes, and track assigned follow-up items.
• Assist with office supplies, routine correspondence, and other assigned administrative tasks.

2. HR Support, Recruiting & Onboarding

• Schedule interviews, update applicant trackers, and send approved candidate communications.
• Help assemble onboarding materials, track returned forms and training completion, and flag missing items to your supervisor.
• File employee documents in approved systems and handle personal information confidentially.

3. Excel Reporting & Records Tracking

• Use Excel formulas and lookup functions to organize, clean, and reconcile data; identify missing information, duplicates, and discrepancies.
• Update license, certification, and training trackers using provided records; alert your supervisor to missing information or upcoming expirations.
• Create and maintain pivot tables, charts, and recurring reports for supervisor review; use data validation and formula checks to improve accuracy.

4. Billing and Expense Support

• Organize approved timesheets, receipts, and billing documents for review.
• Enter billing information and help prepare draft invoices using approved details and templates.
• Update invoice and expense trackers; refer discrepancies or questions to your supervisor before making changes.

Supervision and Scope

This is a support role with no staff supervision responsibilities. Your supervisor sets priorities, provides training, and reviews work as needed. Hiring decisions, employment eligibility verification, compliance determinations, invoice approval and release, and financial commitments remain with authorized staff. Ask for guidance when instructions are unclear, records conflict, or a request falls outside your assigned responsibilities.

Qualifications and Experience

Minimum Requirements

• Strong organization, attention to detail, dependability, and willingness to learn.
• Clear, professional written and verbal communication.
• Advanced Microsoft Excel skills, including pivot tables, XLOOKUP or INDEX/MATCH, SUMIFS/COUNTIFS, IF/IFERROR, data validation, conditional formatting, charts, and data reconciliation. Ability to troubleshoot formulas and verify results.
• Ability to follow instructions, manage assigned deadlines, and communicate promptly when help is needed.
• Discretion when working with employee, client, and financial information.
• Ability to attend the Chicago office during an agreed, consistent schedule.

Preferred Qualifications

Coursework in business, human resources, accounting, or a related field; experience from school projects, student organizations, volunteering, customer service, or an office setting; and familiarity with Microsoft 365, Power Query, or Excel dashboards. A completed degree, security industry experience, and experience with specialized HR or billing software are not required.

Work Environment

Work includes regular computer use, document handling, routine office communication, and occasional movement around the office, with or without reasonable accommodation. You should be comfortable working carefully with detailed records and communicating with your supervisor when priorities change.

Learning and Development

Build practical experience in office administration, recruiting coordination, records management, and basic billing support. Receive guidance on company systems and procedures and develop skills in professional communication, operational reporting, and task organization.