Executive Administrative Specialist

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

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.