Job Description

Office Assistant

Location: Chicago, IL

Job Type: 12-month Contract

About the Role

We are seeking a highly organized and detail-oriented Office Assistant to support daily office operations and ensure a smooth, efficient workplace. This role is ideal for someone who thrives in a fast-paced environment, enjoys multitasking, and takes pride in delivering high-quality administrative support.

Key Responsibilities

• Provide day-to-day administrative support to maintain seamless office operations
• Support the Office Manager with calendar management, scheduling, and high-volume meetings/events
• Coordinate office services, facilities management, and vendor interactions
• Assist Project Managers with proposals, purchase orders, project schedules, and budget tracking
• Manage front desk responsibilities including greeting visitors and directing inquiries
• Plan and coordinate on-site and off-site meetings, trainings, and events
• Oversee catering, conference room scheduling, and event logistics (setup/teardown)
• Prepare correspondence, reports, presentations, meeting agendas, and minutes
• Maintain office organization, including supplies, seating charts, and overall workspace appearance
• Process invoices, track expenses, and support budget monitoring activities
• Coordinate travel arrangements and itineraries
• Support onboarding/offboarding processes in partnership with HR
• Manage office access/security (badges, keys)
• Handle incoming/outgoing mail, packages, and general correspondence
• Collaborate with building management on maintenance needs
• Ensure compliance with company policies and standards

Qualifications

• High School Diploma or GED required
• Minimum 1 year of office or clerical experience
• Advanced proficiency in Microsoft Word, Excel, and PowerPoint
• Strong organizational, multitasking, and time management skills
• Excellent written and verbal communication skills
• Ability to work independently with a high level of accuracy and reliability
• Professional demeanor with the ability to interact across all levels of an organization
• High level of discretion and confidentiality
• Experience with PowerBI and Visio is a plus

What We’re Looking For

• Detail-oriented and proactive mindset
• Strong problem-solving abilities
• A dependable team player with a positive attitude
• Someone who can juggle multiple priorities while maintaining quality

Why Join Us?

• Collaborative and supportive work environment
• Opportunity to grow within a dynamic organization
• Exposure to cross-functional teams and leadership

Interested? Apply now or message me directly to learn more!

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