• ADMINISTRATIVE ASSISTANT

    Job Locations US-IL-Chicago
    Job ID
    2018-1048
    # of Openings
    1
    Category
    Administrative/Clerical
  • Overview

    Provide administrative support to the Administrative Services Manager, Senior Director of Operations and the facilities team. Maintain records, schedule facilities for ministry meetings and events. Monitor invoice payments. Disseminate information to ministry leaders.

    Responsibilities

    • Provide administrative support to the Senior Director of Operations while reporting directly to the Administrative Services Manager.
    • Maintain calendars, arranging meetings, respond to inquiries, coordinate schedules with vendors, managers, ministry leaders and staff.
    • Prepare correspondence including memos, letters and reports.
    • Handle scheduling for all buildings for ministry meetings and events. Identify and assist in the resolution of any scheduling conflicts.
    • Communicate with staff to exchange information regarding services, special events, activities and procedures.
    • Coordinate facilities projects including interaction with vendors, staff and independent contractors.
    • Work closely with management on preparation of weekly, monthly, quarterly or annual reports as assigned. Maintain associated records.
    • Coordinate projects (includes interaction with vendors, staff and independent contractors).
    • Review invoices related to services provided. Confirm payments are in compliance with service agreements and contracts. Ensure proper approvals are obtained and invoices submitted to Accounting/Finance in a timely manner.
    • Maintain complete and accurate records of repair and maintenance history related to properties and equipment.

    Qualifications

    • Associate’s degree or equivalent combination of education and experience
    • Minimum 3 to 5 years of administrative experience.
    • Technically savvy; must be able to navigate the internet, email systems, scheduling software and internal computer systems.
    • Proven organizational skills and time management abilities.
    • Strong written communication skills. Ability to draft correspondence, communicate policies and create reports.
    • Must possess problem solving skills and have the ability to trouble shoot.
    • Ability to handle sensitive information and maintain confidentiality.
    • Adept at multi-tasking, and have the ability to maintain poise under pressure.
    • Able to grasp and apply new concepts quickly. Fast learner.

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