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Administrative Assistant

LAUNCH Technical Workfo
Oak Brook, IL

Job Details

Full-time
$20 - $24 an hour

Qualifications

Vendor relationship building
Customer communication
Employee relationship building
Administrative experience
Productivity software
Technical Proficiency

Full Job Description

Administrative Assistant

Under the direction of the Executive Operations Manager, the Administrative Assistant provides front desk support and assists with supporting the Company’s day to day operations. The ideal candidate will be a highly organized self-starter with a keen attention to detail and an outgoing, friendly, and professional disposition. While this position works closely with the Office Manager, they will need to be able to work independently, taking initiative and following through on tasks and responsibilities with limited direction at times.

This is a full-time, in-person position based at our Oak Brook office, Monday through Friday from 8:00 am to 5:00 pm. Some schedule flexibility may be required to support occasional off-hours events or meetings, typically 2-3 times per quarter. This role participates in a remote after-hours on-call rotation (typically one week on, one week off) to support emergency travel-related requests during evenings and weekends.

ESSENTIAL DUTIES & RESPONSIBILITIES

Warmly welcome visitors, greet staff, answer phones, and process mail, ensuring timely delivery and follow-up
Keep the office running smoothly and looking its best – from tidying shared spaces to submitting work orders to building maintenance as needed
Monitor and maintain office equipment, access control, inventory supplies, and order replacement supplies as needed
Manage daily shipments of supplies and branded apparel for remote hires and contractors
Ensure timely action or follow-up for items requiring building maintenance support, with sound judgment on what can be handled independently
Arrange travel for internal staff and contractors utilizing our travel management solution and leveraging our travel agency partner for support
Assist the Executive Operations Manager with organizing company events, meetings, and conferences, including light setup or breakdown tasks as needed
Support the marketing team with tracking marketing material inventory and assisting with conference preparation and supplies
Build and maintain positive working relationships with vendors, service providers, and building management
Assist with workstation set-ups, equipment distribution, recovery and audits during on/offboarding process
Complete monthly credit card reconciliation for multiple company cards, ensuring accurate coding and timely submission
Help celebrate our colleagues by coordinating digital birthday and anniversary cards and supporting fun office events that bring people together
Assist other departments with adminstrative or clerical support as needed
Other duties as assigned

KNOWLEDGE, SKILLS & ABILITIES

Strong sense of ownership and accountability; able to recognize when to take initiative and when to ask for support.
Highly organized individual who works well in a fast paced enviorment
Excellent communication skills, both written and verbal
Ability to multitask and prioritize projects
Ability to work independently with limited guidance and as part of a team
Computer savvy and comfortable learning new technologies with ease
Ability to proactively anticipate the needs of others and the business, taking initiative when appropriate
Reliable transportation for commuting to the office and occasionally running work-related errands
Bilingual (English & Spanish) a plus
Physical Requirents:
- Must be able to lift, push, or pull up to 40 pounds
- Comfortable bending, reaching and performing physical tasks related to supply management and office setup
- Prolonged periods of sitting at a desk

MINIMUM EDUCATION / EXPERIENCE / QUALIFICATIONS

Prior experience in an administrative role or other related experience
Proficient in Microsoft Office
Experience with Canva or similar a plus
High School Degree required; Associates Degree preferrred

KEY RELATIONSHIPS

Internal staff members
Vendors
Office Visitors

ESSENTIAL DUTIES & RESPONSIBILITIES

Warmly welcome visitors, greet staff, answer phones, and process mail, ensuring timely delivery and follow-up

Keep the office running smoothly and looking its best – from tidying shared spaces to submitting work orders to building maintenance as needed

Monitor and maintain office equipment, access control, inventory supplies, and order replacement supplies as needed

Manage daily shipments of supplies and branded apparel for remote hires and contractors

Ensure timely action or follow-up for items requiring building maintenance support, with sound judgment on what can be handled independently

Arrange travel for internal staff and contractors utilizing our travel management solution and leveraging our travel agency partner for support

Assist the Executive Operations Manager with organizing company events, meetings, and conferences, including light setup or breakdown tasks as needed

Support the marketing team with tracking marketing material inventory and assisting with conference preparation and supplies

Build and maintain positive working relationships with vendors, service providers, and building management

Assist with workstation set-ups, equipment distribution, recovery and audits during on/offboarding process

Complete monthly credit card reconciliation for multiple company cards, ensuring accurate coding and timely submission

Help celebrate our colleagues by coordinating digital birthday and anniversary cards and supporting fun office events that bring people together

Assist other departments with adminstrative or clerical support as needed

Other duties as assigned

KNOWLEDGE, SKILLS & ABILITIES

Strong sense of ownership and accountability; able to recognize when to take initiative and when to ask for support.

Highly organized individual who works well in a fast paced enviorment

Excellent communication skills, both written and verbal

Ability to multitask and prioritize projects

Ability to work independently with limited guidance and as part of a team

Computer savvy and comfortable learning new technologies with ease

Ability to proactively anticipate the needs of others and the business, taking initiative when appropriate

Reliable transportation for commuting to the office and occasionally running work-related errands

Bilingual (English & Spanish) a plus

Physical Requirents:

Must be able to lift, push, or pull up to 40 pounds

Comfortable bending, reaching and performing physical tasks related to supply management and office setup

Prolonged periods of sitting at a desk

MINIMUM EDUCATION / EXPERIENCE / QUALIFICATIONS

KEY RELATIONSHIPS

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