Overview
Administrative Assistant Jobs in Chicago, IL at AAR Tech
Title: Administrative Assistant
Company: AAR Tech
Location: Chicago, IL
CEO/President Support:
- Reports directly to the CEO/President (C/P).
- Provide comprehensive support services to the (C/P) that ensures a professional, responsive, and effective experience with the organization.
- Maintain C/P calendar. Prioritizes inquiries and requests while troubleshooting conflicts with little guidance; makes judgments and recommendations to ensure smooth day-to-day engagements.
- Update and maintain data bases for C/P.
Office Management:
- Limited Support of Human Resources for the organization including:
- Limited Assistance with recruitment efforts, new hire orientations and on-boarding.
- Acts as a liaison with landlord and building management on any office-related issues.
- Provides timely and proactive management of the organization’s office environment.
- Maintains physical and electronic office filing systems for C/P, and other as assigned.
Administrative Functions:
- Writes error-free, emails and letters for various events and announcements.
- Maintains confidentiality and uses a high degree of discretion.
- Works in a professional and focused manner to schedule internal and external meetings.
- Takes notes and distributes meeting minutes, agendas and meeting packages.
- Maintain digital files.
- Other duties as assigned.
QUALITIES OF OUR ADMINISTRATIVE ASSISTANT
- Maintains punctual, regular, and predictable attendance.
- Works collaboratively in a team environment with a spirit of cooperation and as a relationship builder.
- Displays excellent communication skills including presentation.
- Diplomatic skills required in working with guests, vendors, and coworkers and including the ability to communicate effectively and remain calm and courteous under pressure.
- Displays engaging interpersonal skills including the ability to think and act strategically, provide sound judgment, and provide a positive and energetic attitude.
- Provides systematic and dependable follow up, as well as a high level of organization and preparedness.
- Maintains workflow under pressure and in a fast-paced, high-profile work environment.
- Respectfully takes direction from C/P.
REQUIREMENTS
- 2+ years of administrative experience
- Bachelor’s degree preferred, but an associate’s degree with sufficient administration experience may suffice
- Event management experience (working with major events)
- Coordinate and execute email blasts and mail campaigns to promote events and initiatives.
- Manage follow-up communications and outreach related to event planning and attendance.
- Experience using web conferencing tools such as Zoom or WebEx
- Uses Outlook, Word, Excel and PowerPoint to produce materials for internal and external meetings and conferences.
- Understanding of basic AI tools.
- Understanding of social media platforms
- Some Photoshop and Canva experience preferred.
- Ability to multitask.
- An attention to detail.
- Works with little direction
- Organized
- Ability to plan ahead.
- Ability to work with Posh / Eventbrite or similar apps.
- Spanish speaking (Bilingual) strongly preferred. Both written and verbal skills
