Overview
Administrative Assistant for Human Resources Jobs in Machesney Park, Winnebago, IL at Harlem School District #122
Position Summary:
We are seeking a highly organized, proactive, and resourceful professional to serve as both Office Manager and Executive Assistant to our Chief Financial Officer (CFO). This hybrid role is essential to ensuring seamless daily operations of our office while providing high-level administrative support to the CFO and other executives. The ideal candidate is a detail-oriented self-starter with excellent communication skills and a strong sense of discretion and professionalism. This role requires the ability to thrive in a dynamic and fast-paced environment.
This position is required to be in the office five days per week normally Monday-Friday, 8:15am – 5:00pm. Must be flexible to work occasional weekends and evenings if needed to support the business.
Essential Responsibilities:
Executive Assistant to the CFO
Manage the CFO’s calendar, scheduling internal and external meetings with accuracy and efficiency.
Prepare and organize materials for meetings and presentations.
Handle confidential information and communications with discretion.
Coordinate travel arrangements, itineraries, and expense reports for the CFO.
Track and prioritize tasks, deadlines, and correspondence to support strategic goals.
Anticipate assistance needed by identifying problems, needs and solutions.
Follow up with team members across all lines of business to ensure meetings are scheduled and meeting materials are prepared for all attendees.
Facilitate consistent organization and project communication between the CFO and his team using tools like Trello, Sharepoint, etc.
Attend weekly staff meetings with the CFO’s team and track updates on announcements and project updates.
Attend meetings and take comprehensive notes as needed.
Office Manager Duties
Oversee daily office operations to ensure a well-functioning, organized, and efficient work environment. This includes organizing and coordinating the schedules for conference rooms and meetings.
Manage office supplies, office refreshments, vendor relationships, and facilities maintenance.
Coordinate onboarding for new hires and liaise with HR and IT on workspace and equipment setup.
Plan and execute office events, team meetings, and company-wide communications.
Ensure compliance with health, safety, and security policies in the office.
Serve as the point of contact for building management and service providers.
Candidate must be willing to do some general “housekeeping” duties in shared office spaces.
The ideal candidate is a proactive problem-solver who consistently takes initiative and is willing to support anyone in the company with whatever task is needed, regardless of role or scope.
Supervisory Responsibilities:
None
Required Qualifications, Knowledge, Skills and Abilities:
High School diploma/GED
5+ years of Administrative Support or transferable experience
Positive, upbeat approach to work; highly proactive; operates with a strong sense of urgency
Excellent organizational skills and strong attention to detail.
Strong communication skills, both written and verbal.
Problem-solving abilities and the capacity to handle unexpected situations.
Time management skills to juggle multiple tasks efficiently.
Discretion and ability to handle confidential information.
Previous experience in administrative roles or as a personal assistant is often preferred, but a candidate with relevant transferable skills will have an equal opportunity.
Adaptability and willingness to learn: Must be open to taking on a variety of tasks, showing a proactive approach to evolving work demands.
Preferred Qualifications, Knowledge, Skills and Abilities:
Bachelor’s degree or equivalent work experience
Proficiency in office software (Microsoft Office) and general tech-savviness.
Travel:
None
Physical Requirements % of Work Time
Remain in a seated position 50%
Speak and hear clearly 100%
Lift office products and supplies, up to 20 lbs. 20%
Stoop, kneel, bend and reach 10%
Dexterity to write and manipulate keyboard and mouse 100%
Compensation:
Estimated Starting Annual Salary: $76,796.00
Exact starting salary is determined by merit; seniority; geographic location; education, training, and/or experience related to job duties and responsibilities
FLSA Status: Exempt, Not Eligible for Overtime
Eligible for Participation – Annual Discretionary Bonus
Benefits
401(k)
401(k) matching
AD&D insurance
Dental insurance
Disability insurance
Employee assistance program
Health insurance
Health savings account
Life insurance
Mental wellbeing resources
Paid Maternity leave
Paid Parental leave
Referral program
Relocation assistance
Sick time
Vacation time
Vision insurance
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Title: Administrative Assistant for Human Resources
Company: Harlem School District #122
Location: Machesney Park, Winnebago, IL
