Facilities Administrative Assistant - Ops, Budget & Payroll

Shedd Aquarium; Chicago (IL); On-site; USD 52,000 - 56,000; Full time

Benefits offered by this job

Medical Insurance (FSA / HSA)

Vision and Dental Insurance

Accrued Paid Time Off

Up to 12 Paid Holidays

Life Insurance

Parental Leave and Adoption Assistance

401(k)

Discounted Parking and Public Transit

Employee Assistance Program

Employee Wellness program

Employee Discounts

Employee Tickets

Job summary

Shedd Aquarium is seeking a Facilities Administrative Assistant to provide on-site administrative and office support to the Senior Vice President of Facilities and Security, and related teams at the main building and CACS. Responsibilities include purchasing, payroll processing, budget tracking, and maintaining emergency contacts.

The role requires 3–5 years of experience, strong MS Office and typing skills, and familiarity with Intacct, ADP, SharePoint and related systems.

Qualifications

• High school diploma required; associate degree or admin training preferred.
• 3–5 years as an administrative assistant or similar role.
• Accurate typing and proficiency with Microsoft Office.
• Familiarity with FTP/file sharing tools and basic accounting workflows.

Responsibilities

• Process purchasing orders, invoices and expense reports for facilities.
• Manage electronic payroll and bi-weekly timekeeping.
• Track capital and operating budgets for facilities teams.
• Maintain emergency contact lists and prepare evacuation materials.
• Coordinate contracts, vendor setup and procurement with Intacct.
• Support calendar management and general office operations.

Skills

Accurate typing

Microsoft Office

FTP / file sharing

Time management

Education

High School Diploma

Associate degree or admin training preferred

Tools

Intacct

ADP

MS Teams

SharePoint

Brightly

Ironclad

Job description

Shedd Aquarium is seeking a Facilities Administrative Assistant to provide on-site administrative and office support to the Senior Vice President of Facilities and Security, and related teams at the main building and CACS. Responsibilities include purchasing, payroll processing, budget tracking, and maintaining emergency contacts.

The role requires 3–5 years of experience, strong MS Office and typing skills, and familiarity with Intacct, ADP, SharePoint and related systems.