Multisite Administrative Assistant — Scheduling, Travel & Data

MSI Express, INC; Geneva (IL); Hybrid; USD 28,000 - 30,000; Full time

Benefits offered by this job

Health Insurance

Paid Time Off

Dental Insurance

Vision Insurance

401K

Job summary

MSI Express, INC in Geneva, IL seeks an Administrative Assistant I to provide comprehensive administrative support across multiple sites. You will coordinate meetings, manage documents, and assist with data entry and reporting, ensuring smooth cross-site operations.

Ideal candidates bring a high school diploma, bilingual English/Spanish skills, and solid experience with office software. This full-time 1st shift role offers health, PTO, dental, vision, and 401K benefits.

Qualifications

• High school diploma or equivalent; certification in office administration is a plus.
• Proven experience as Administrative Assistant or similar role.
• Bilingual in English and Spanish.
• Strong organizational and time management skills; ability to meet deadlines.
• Proficiency in office software and data handling; maintain confidentiality.

Responsibilities

• Answer phone calls, respond to emails, and manage correspondence.
• Coordinate meetings, conferences, and appointments for multiple sites.
• Organize files, records, and documents in electronic and physical formats.
• Prepare reports, presentations, and other documents as needed.
• Serve as a central point of contact for site administrative matters.
• Coordinate site visits, travel, and accommodations.
• Assist in data entry, reporting, and data analysis as required.
• Order and maintain office supplies; manage vendor relationships.
• Arrange travel, book flights, and reconcile travel expenses.
• Support facilities management and office space coordination.
• Take meeting notes, distribute action items, and follow up.

Skills

Organizational skills

Time management

Written and verbal communication

Interpersonal skills

Multitasking

Attention to detail

Proactive and self-motivated

Confidentiality

Independent work

Education

High school diploma

Office administration certification (nice to have)

Tools

Microsoft Office Suite

Job description

MSI Express, INC in Geneva, IL seeks an Administrative Assistant I to provide comprehensive administrative support across multiple sites. You will coordinate meetings, manage documents, and assist with data entry and reporting, ensuring smooth cross-site operations.

Ideal candidates bring a high school diploma, bilingual English/Spanish skills, and solid experience with office software. This full-time 1st shift role offers health, PTO, dental, vision, and 401K benefits.