Executive Support & Project Administration Specialist

Equus Workforce Solutions; Chicago (IL); On-site; USD 42,000 - 54,000; Full time

Job summary

Dynamic Workforce Solutions in Chicago seeks an Administrative Support Specialist to assist project leadership with HR, training, procurement, and reporting. You will maintain confidential files and coordinate multiple projects with minimal supervision.

You will generate invoices, prepare letters and financial statements, support monthly and year-end reports, and help resolve issues with vendors through organized records management.

Qualifications

• High school diploma or GED or 1–2 years of Workforce experience or coordination/planning experience.
• AA or BA degree preferred.
• Experience providing administrative support to multi-layered projects.

Responsibilities

• Provide administrative support to project leadership in HR, training, procurement, AP, and reports.
• Maintain confidential files across office, financial, contract, and personnel records.
• Prioritize and coordinate multiple projects with minimal supervision.
• Generate and dispatch service requests to subcontractors and vendors; communicate with technicians and clients.
• Assess quotes and support commercial/financial negotiations.
• Maintain project tracking spreadsheets and databases.
• Ensure HR files comply with legal requirements and company policies.
• Assist with statistical reports and data requests.
• File and retrieve corporate documents and reports.
• Prepare invoices, reports, memos, letters, and other financial documents.
• Complete monthly and year-end reports on terminations, transfers, and hires.
• Support leadership with a wide range of duties in a fast-paced, confidential environment.
• Maintain an effective records-management system.
• Intervene and resolve business conflicts with vendors/suppliers.

Skills

Strong communication

Public speaking

Multitasking

Confidential information handling

Education

High school diploma or GED

AA or BA preferred

Tools

Microsoft Office

Job description

Dynamic Workforce Solutions in Chicago seeks an Administrative Support Specialist to assist project leadership with HR, training, procurement, and reporting. You will maintain confidential files and coordinate multiple projects with minimal supervision.

You will generate invoices, prepare letters and financial statements, support monthly and year-end reports, and help resolve issues with vendors through organized records management.