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Senior Administrative Assistant

  • Location: Des Plaines, IL, 60018
  • Job Type:Contract

Posted about 1 month ago

Terrific 6+ month contract opportunity (with long-term and converting to full-time possible) in Des Plaines, IL for a Senior Administrative Assistant.  This position will work onsite (not remotely).
 
Responsibilities:
  • Performs complex administrative activities in close relationship to the day-to-day work of the department(s) supported.
  • May support one or more individuals, but normally works in a confidential and highly responsive relationship with management at a more senior level of responsibility and discretion (Director/Vice President).
  • May support management of multifunctional diverse areas.
  • Tracks and maintains departmental budgets and assists management in determining budget requirements.
  • Types and assembles complex data (i.e., tables, charts, reports and memorandums) under general direction; applies a sound working knowledge of equipment capabilities to plan details of formatting, spacing and page layout.
  • Composes/edits letters and memorandums that require an excellent working knowledge of departmental functions.
  • Screens telephone calls and business visitors and applies departmental knowledge in response to questions; routes inquiries to appropriate personnel or department. Interfaces with all levels of Rockwell personnel and external contacts to coordinate departmental efforts and exchange information requiring moderate interpretation or discussion.
  • Schedules appointments, determining priorities and maintaining calendars.
  • Establishes, maintains and reviews departmental files; maintains control files on confidential/high priority matters and follows up on outstanding issues when required.
  • May prepare materials and agenda for departmental and/or management meetings.
  • May be required to attend meetings, seminars, etc., to take notes or furnish information.
  • May be responsible for following up on assignments of department, committee, assigned group, etc., to ensure decisions are implemented and appropriate person are notified.
  • Responsible for maintaining knowledge and proficiency in state-of-the-art office automation systems to enhance productivity and continuous process improvement.
  • Identifies, initiates and coordinates projects to fulfill departmental administrative needs.
  • Researches, compiles and analyzes data to prepare reports, tables, charts and graphs.
  • Establishes, maintains, and revises personnel records and confidential departmental files including statistical information and financial data.
  • Attends meeting and conferences to represent organization by furnishing information and taking notes.
  • Clarifies Company policies related to department activities.
  • Interfaces with all levels of personnel and with external contacts to coordinate departmental efforts and exchange information requiring extensive interpretation or discussion.
  • May train, guide, or assign work to less experienced Administrative staff.
  • General administrative duties such as checking in visitors, answering phones, ordering office supplies and filing.
  • Data entry in specialized software that we can train on (purchase orders, work tickets, accounts payable, invoice payments).
  • Work with inventory specialist to understand work ticket flow.
  • Enter parts costs on work tickets - there will be site specific software for this, and candidate will be trained.
  • Will conduct employee health and safety checks (once a month checking the emergency lighting system, etc.). candidate will be trained on this on site as well.
  • May work with landlord/contractors on any facility issues that arise.
 
Qualifications:
  • High School Diploma or equivalent.
  • 9+ years of experience as an Administrative Assistant.
  • Requires knowledge, utilization and proficiency in use of a variety of software packages.
  • Requires extensive understanding of office practices and administrative policies and procedures.
  • Must be able to establish and maintain effective working relationships with all levels of company personnel and external contacts.
  • Ability to operate various office machines and equipment.
  • Ability to effectively communicate orally and in writing is required.
  • Strong typing skills required.
  • Prefer skills in shorthand.
 
If this sounds like the perfect fit, Apply Today!