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Administrative Services Assistant

Javen Technologies

  • Chicago, IL
  • 2 days ago

    Highlights

    Experience: Three or more years of administrative support, office coordination, hospitality, executive support, event coordination, or related experience. Administrative Support Serve as a trusted administrative resource supporting PCC, Community Investment, and other departments as assigned.

    Numbers & Facts

    LocationChicago, IL

    Description

    Title: Administrative Services Assistant
    Duration: 8+ Months (Possible Extension)
    Location: Chicago, IL

    Job Description: Key Responsibilities
    Administrative Support
    • Serve as a trusted administrative resource supporting PCC, Community Investment, and other departments as assigned.
    • Coordinate calendars, meetings, logistics, and materials to support efficient business operations.
    • Assist with travel arrangements, expense reporting, presentation development, and document preparation.
    • Maintain distribution lists, shared mailboxes, group calendars, records, and administrative documentation.
    • Create surveys, monitor participation, compile results, and provide reporting to support decision-making.
    • Provide flexible coverage and support for Executive Assistants and administrative professionals as business needs require.
    • Support ERG initiatives, recognition programs, learning opportunities, and employee engagement activities.
    • Catering Coordination
    • Serve as the primary point of contact for internal catering requests.
    • Coordinate catering orders, vendor communications, delivery logistics and room setup requirements.
    • Confirm attendee counts, dietary restrictions, and service requirements.
    • Build productive relationships with approved vendors and identify service improvements.
    • Vendor Administration & Financial Support
    • Support vendor onboarding, documentation, and administration activities.
    • Process purchase orders, contracts, invoices, and supporting documentation.
    • Track expenditures, reconcile invoices, maintain records, and assist with budget reporting.
    • Office Operations
    • Provide reception and visitor support as needed.
    • Coordinate promotional items, gifts, and related administrative requests.
    • Support facilities-related administrative activities and vendor coordination.
    • Help maintain a safe, professional, and welcoming workplace environment.
    Qualifications
    • Education: High school diploma required; Associate's or Bachelor's degree preferred.
    • Experience: Three or more years of administrative support, office coordination, hospitality, executive support, event coordination, or related experience.
    • Technical Skills: Proficiency in Microsoft Outlook, Word, Excel, PowerPoint, Teams, and SharePoint.

    The ideal candidate is:
    • Service-oriented and passionate about creating positive employee and guest experiences.
    • Highly organized with strong attention to detail and follow-through.
    • Comfortable managing multiple priorities in a fast-paced environment.
    • Adaptable, resourceful, and proactive in identifying solutions.
    • An effective communicator who builds strong relationships across teams.
    • Professional, dependable, and trusted to handle sensitive information with discretion.
    • Energized by supporting people, programs, events, and workplace initiatives that contribute to a positive culture and employee experience.

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