Overview
Administrative Assistant Jobs in Calumet Park, IL at Diaz Group LLC
Job Overview:
Based in our Woodlands, TX Corporate Headquarters, the Office Manager/Executive Assistant will be responsible for overseeing daily office operations while providing executive-level administrative support to the leadership team. The ideal candidate will be a highly organized individual with strong communication skills, an ability to prioritize tasks effectively, and a proactive approach to problem-solving.
Key Responsibilities:
Office Management:
Oversee the smooth operation of the office, including maintaining office supplies, equipment, and facilities.
Manage vendor relationships (e.g., IT support, cleaning services, office supplies).
Coordinate office maintenance and improvements to ensure a comfortable and productive work environment.
Handle incoming calls, emails, and visitors, ensuring timely responses and effective communication.
Executive Support:
Provide high-level administrative support to executives, including managing calendars, scheduling meetings, and preparing agendas.
Handle confidential and sensitive information with discretion and professionalism.
Prepare and organize reports, presentations, and other materials for meetings.
Coordinate and manage executive-level communications, both internally and externally.
Manage correspondence and follow up on action items from meetings.
Event Coordination:
Plan and coordinate company events, meetings, and team-building activities.
Support the planning and execution of conferences, off-site meetings, and employee recognition events.
Additional Administrative Support:
Assist with project management and provide administrative support for special projects.
Assist in onboarding new employees and managing office logistics for new hires.
Travel Coordination:
Arrange complex travel itineraries, including flights, accommodations, and ground transportation.
Prepare detailed travel itineraries and handle last-minute changes or issues that arise.
Work with the board/exec team to set up, oversee and support Board of Director functions.
Document Management:
Maintain and organize digital and physical filing systems.
Ensure timely archiving and retrieval of company records and important documents.
Internal Communications:
Act as a liaison between leadership and staff to streamline communication and ensure timely dissemination of important information.
Draft internal communications, memos, or announcements as needed.
Cultural Fit
Location: On-site at our corporate HQ in The Woodlands, TX.
Work Environment: Fast-paced, collaborative, professional setting.
Benefits: [Insert info about PTO, healthcare, 401(k), etc.
Company Culture: Emphasis on teamwork, integrity, and innovation.
What Makes You Successful in This Role:
You thrive in dynamic environments and love wearing multiple hats.
You anticipate needs before they arise and always stay one step ahead.
You bring a sense of calm and order to complex situations.
You’re discreet, trustworthy, and comfortable working with confidential information.
Required Qualifications:
Proven experience as an office manager, executive assistant, or similar role.
Strong organizational skills with a demonstrated ability to handle multiple tasks simultaneously.
Excellent written and verbal communication skills.
Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook), and familiarity with office management software.
Strong problem-solving skills and the ability to work independently with minimal supervision.
Ability to maintain a high level of confidentiality.
Exceptional time management and prioritization skills.
Attention to detail and high standards of accuracy.
Preferred Qualifications:
Experience with project management tools (e.g., Asana, Trello, or similar).
Basic knowledge of bookkeeping or office finance management.
Previous experience supporting C-level executives or senior leadership.
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Title: Administrative Assistant
Company: Diaz Group LLC
Location: Calumet Park, IL