188 Administrative Assistant jobs in Wheaton

Description We are looking for an Administrative Assistant to support daily operations across multiple domains. This Contract position is based in Chicago, Illinois, and offers an exciting opportunity to contribute to a law firm, a non-profit organization, and other key responsibilities. The ideal candidate will excel in organization, communication, and multitasking.
Responsibilities:
- Coordinate and manage schedules, including organizing meetings and appointments.
- Attend meetings on behalf of the client and provide comprehensive notes for follow-up.
- Handle inbound calls, relay messages, and manage availability during meetings.
- Represent the client at various obligations when necessary.
- Perform general administrative tasks, including data entry and receptionist duties.
- Maintain a systematic approach to tracking and prioritizing tasks.
- Communicate effectively with internal and external stakeholders to ensure smooth operations.
- Assist with correspondence and document preparation as needed.
- Support the client's commitments across various areas. Requirements - Proven experience in administrative assistance or a related role.
- Strong organizational skills with the ability to manage multiple responsibilities.
- Excellent verbal and written communication skills.
- Proficiency in data entry and office management systems.
- Ability to handle calls professionally and manage schedules efficiently.
- Experience in attending meetings and providing detailed notes.
- Comfortable representing the client at various obligations.
- Familiarity with receptionist duties and general office procedures.
Robert Half is the world's first and largest specialized talent solutions firm that connects highly qualified job seekers to opportunities at great companies. We offer contract, temporary and permanent placement solutions for finance and accounting, technology, marketing and creative, legal, and administrative and customer support roles.
Robert Half works to put you in the best position to succeed. We provide access to top jobs, competitive compensation and benefits, and free online training. Stay on top of every opportunity - whenever you choose - even on the go. Download the Robert Half app ( and get 1-tap apply, notifications of AI-matched jobs, and much more.
All applicants applying for U.S. job openings must be legally authorized to work in the United States. Benefits are available to contract/temporary professionals, including medical, vision, dental, and life and disability insurance. Hired contract/temporary professionals are also eligible to enroll in our company 401(k) plan. Visit roberthalf.gobenefits.net for more information.
© 2025 Robert Half. Robert Half is not a law firm and does not provide legal representation. Robert Half project lawyers do not constitute a law firm among themselves. An Equal Opportunity Employer. M/F/Disability/Veterans. By clicking "Apply Now," you're agreeing to Robert Half's Terms of Use ( .

Description We are looking for a detail-oriented Administrative Assistant to join our team on a contract basis in Chicago, Illinois. In this role, you will play a key part in supporting office operations and ensuring smooth daily workflows. This position is ideal for someone with strong organizational skills and a proactive attitude.
Responsibilities:
- Manage inbound calls efficiently, ensuring clear and courteous communication.
- Operate and maintain a multi-line phone system to ensure seamless connectivity.
- Perform accurate data entry to maintain and organize records.
- Create engaging and effective presentations to support team objectives.
- Coordinate and schedule meetings, ensuring all logistics are handled effectively. Requirements - Proven experience in managing inbound calls and providing excellent customer service.
- Familiarity with handling multi-line phone systems in a detail-oriented environment.
- Strong proficiency in data entry and maintaining accurate records.
- Ability to craft compelling presentations using tools such as PowerPoint.
- Demonstrated skill in scheduling meetings and managing calendars.
- Excellent organizational and time-management abilities.
- Strong communication skills, both written and verbal. TalentMatch®
Robert Half is the world's first and largest specialized talent solutions firm that connects highly qualified job seekers to opportunities at great companies. We offer contract, temporary and permanent placement solutions for finance and accounting, technology, marketing and creative, legal, and administrative and customer support roles.
Robert Half works to put you in the best position to succeed. We provide access to top jobs, competitive compensation and benefits, and free online training. Stay on top of every opportunity - whenever you choose - even on the go. Download the Robert Half app ( and get 1-tap apply, notifications of AI-matched jobs, and much more.
All applicants applying for U.S. job openings must be legally authorized to work in the United States. Benefits are available to contract/temporary professionals, including medical, vision, dental, and life and disability insurance. Hired contract/temporary professionals are also eligible to enroll in our company 401(k) plan. Visit roberthalf.gobenefits.net for more information.
© 2025 Robert Half. An Equal Opportunity Employer. M/F/Disability/Veterans. By clicking "Apply Now," you're agreeing to Robert Half's Terms of Use ( .

Job Description:
Company Description:
McDonald's is proud to be one of the most recognized brands in the world, with restaurants in over 100 countries that serve 70 million customers daily. We continue to operate from a position of strength. Our updated growth strategy is focused on staying ahead of what our customers want and realizing further growth potential. Our relentless ambition is why McDonald's remains one of the world's leading corporations after almost 70 years. Joining McDonald's means thinking big and preparing for a career that can have influence around the world.
At McDonald's, we see every day as a chance to create positive impact. We lead through our values centered on inclusivity, service, integrity, community and family. From support of Ronald McDonald House Charities to our Youth Opportunity project and sustainability initiatives, our values keep us dedicated to using our scale for good: good for our customers, people, industry and planet. We also offer a broad range of outstanding benefits including a sabbatical program, tuition assistance and flexible work arrangements.
Department Overview
Global Technology forging the way: Leading the digitization of our business is the Technology organization made up of intrapreneurs who build industry defining tech using the latest innovations and platforms, like AI and edge computing to deliver on the next set of cutting-edge opportunities for the business. At McDonald's you get to solve technology innovation challenges at an incredible scale, and work across global teams who are always eager for a challenge. This provides access to exciting career paths for technologists. It's bonus points when you get to see your family and friends use the tech you build at their favorite McD restaurant. This role will specifically support the US Tech department which has accountabilities to both the Global Tech organization as well as the US Market.
Duties
Job Description
The US Tech Senior leadership team is looking for an Administrative Assistant. This is an excellent opportunity to build upon your professional experience in a fast-paced and collaborative environment. You will be a critical team member and will perform a wide variety of specialized and administrative functions directly supporting the SVP, CIO's Executive team which consists of an Executive Assistant and four Senior Directors. This team member will also support coordination for the Technology Owner/Operator team, which is managed by one of the Senior Directors. The top candidate will possess strong organizational and communication skills and a proven track record getting results in a team environment and independently.
Administrative Duties
+ Provide active Outlook calendar management for senior leadership team of Senior Directors (e.g., team and cross-functional meetings, external group appointments, departmental meetings, and company-wide events)
+ Manage all travel arrangements and logistics including itinerary building, bookings, and documentation for international travel
+ Manage expense report processing for leadership team
+ Manage meeting logistics including registering and escorting visitors, room set up, catering, etc.
+ Serve as team EA, managing events, offsites logistics and birthday/anniversary celebrations for the team
+ Participate in the coordination and editing of communications that align with and support the overall goals of the team and organization
+ Provide leadership team with "care and feeding" throughout the day/week
+ Assist with on-boarding process for all new team members across the team
+ Also provide support to Executive assistant who supports US CIO
+ Also provide administrative assistance to the US Tech staff that manage the Technology Owner/Operator governance team (calendar management, O/O event logistics coordination, etc.)
Qualifications
+ Previous experience as an Administrative Assistant, supporting senior leadership in a large organization
+ Bachelor's Degree or related experience preferred
+ Demonstrates ability to handle and maintain confidential information
+ Experience planning large meetings and/or events required
+ Must know MS Office (Outlook, Word, Excel, PowerPoint, Teams)
+ Strong communication, project management and critical thinking skills
+ Quick learner and ability to understand sophisticated business issues
+ Must be organized, motivated and detail-oriented with superior follow-through and proactive approach
+ Aptitude to juggle multiple projects and meet deadlines
+ Strong attention to detail and ability to complete large volumes of work efficiently and effectively
+ Must be extremely proactive with a desire to stretch beyond the task list to support the team
+ Ability to adapt to a constantly evolving business and work environment
+ Professional, reliable, driven and results-oriented
+ Must have diplomacy skills
+ Must be in Chicago office at least 3 days/week and on days of Senior Leadership Team meetings
Compensation
Bonus Eligible: Yes
Long - Term Incentive: No
Benefits Eligible: Yes
Salary Range
The expected salary range for this role is $30.46 - $36.69 per hour.
The above represents the expected salary range for this job requisition. Ultimately, in determining your pay, we may also consider your experience, and other job-related factors.
Additional Information:
Benefits eligible: This position offers health and welfare benefits, a 401(k) plan, adoption assistance program, educational assistance program, flexible ways of working, and time off policies (including sick leave, parental leave, and vacation/PTO). Eligibility requirements apply to some benefits and may depend on job classification and length of employment.
Bonus eligible: This position is eligible for a bonus, calculated based on individual and company performance.
McDonald's is an equal opportunity employer committed to the diversity of our workforce. We promote an inclusive work environment that creates feel-good moments for everyone. McDonald's provides reasonable accommodations to qualified individuals with disabilities as part of the application or hiring process or to perform the essential functions of their job. If you need assistance accessing or reading this job posting or otherwise feel you need an accommodation during the application or hiring process, please contact Reasonable accommodations will be determined on a case-by-case basis.
McDonald's provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to sex, sex stereotyping, pregnancy (including pregnancy, childbirth, and medical conditions related to pregnancy, childbirth, or breastfeeding), race, color, religion, ancestry or national origin, age, disability status, medical condition, marital status, sexual orientation, gender, gender identity, gender expression, transgender status, protected military or veteran status, citizenship status, genetic information, or any other characteristic protected by federal, state or local laws. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation and training.
Nothing in this job posting or description should be construed as an offer or guarantee of employment.
Requsition ID: 1878

Job Description:
Company Description:
McDonald's is proud to be one of the most recognized brands in the world, with restaurants in over 100 countries that serve 70 million customers daily. We continue to operate from a position of strength. Our updated growth strategy is focused on staying ahead of what our customers want and realizing further growth potential. Our relentless ambition is why McDonald's remains one of the world's leading corporations after almost 70 years. Joining McDonald's means thinking big and preparing for a career that can have influence around the world.
At McDonald's, we see every day as a chance to create positive impact. We lead through our values centered on inclusivity, service, integrity, community and family. From support of Ronald McDonald House Charities to our Youth Opportunity project and sustainability initiatives, our values keep us dedicated to using our scale for good: good for our customers, people, industry and planet. We also offer a broad range of outstanding benefits including a sabbatical program, tuition assistance and flexible work arrangements.
Department Overview
This important position will support two functional leaders (Head of Total Rewards and the Chief Talent Officer) and their leadership teams. In this role you will be a critical team member and will perform a wide variety of specialized and administrative functions. You will possess strong organizational and communication skills and a proven track record of getting results. Specifically, you will be responsible for complex calendar management in Outlook for Executives and team members, management of all travel arrangements both local and international.
Duties
+ Provide extensive calendar management and complex meeting planning
+ Coordinate all travel (domestic and international) arrangements and logistics including itinerary building, and expense report processing
+ Track timelines and coordinate the completion of ongoing department projects including audit and verification of project expenses including project budgets
+ Support department information sharing through emails, and the "Teams Channels"
+ Generate department related reports, including intake for strategy discussions and pricing related information
+ Develop, consolidate and edit PowerPoint presentations, agendas, meeting summaries and other materials in support of department meetings
+ Handle and assess vendor contracts in a timely matter, which includes managing the IT system requests and tracking issues
+ Assist with on-boarding process for new team members
Qualification and Experience
+ 5+ years of experience in an Office Administration, Office Management, Executive Assistant, Executive Support or similar position.
+ Experience providing travel arrangements
+ Ability to handle multiple priorities and projects at once
+ Tech savvy - should know MS Office (Outlook, Word, Excel, PowerPoint) and WebEx or similar meeting tools;
+ Strong communication, project management, and critical thinking skills
+ Polished professional comfortable interacting with Executive level management
+ Motivated to learn new skills and systems
+ Must be extremely proactive, positive, and energetic
+ Reliable, results-oriented, and able to anticipate needs
+ Strong attention to detail and ability to complete large volumes of work efficiently and effectively
Pay Range
The expected hourly pay range for this role is $30.58 - $36.69 per hour
The above represents the expected hourly pay range for this job requisition. Ultimately, in determining your pay, we may also consider your experience, and other job-related factors.
Compensation
Bonus Eligible: Yes
Long - Term Incentive: No
Benefits Eligible: Yes
Additional Information:
Benefits eligible: This position offers health and welfare benefits, a 401(k) plan, adoption assistance program, educational assistance program, flexible ways of working, and time off policies (including sick leave, parental leave, and vacation/PTO). Eligibility requirements apply to some benefits and may depend on job classification and length of employment.
Bonus eligible: This position is eligible for a bonus, calculated based on individual and company performance.
McDonald's is an equal opportunity employer committed to the diversity of our workforce. We promote an inclusive work environment that creates feel-good moments for everyone. McDonald's provides reasonable accommodations to qualified individuals with disabilities as part of the application or hiring process or to perform the essential functions of their job. If you need assistance accessing or reading this job posting or otherwise feel you need an accommodation during the application or hiring process, please contact Reasonable accommodations will be determined on a case-by-case basis.
McDonald's provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to sex, sex stereotyping, pregnancy (including pregnancy, childbirth, and medical conditions related to pregnancy, childbirth, or breastfeeding), race, color, religion, ancestry or national origin, age, disability status, medical condition, marital status, sexual orientation, gender, gender identity, gender expression, transgender status, protected military or veteran status, citizenship status, genetic information, or any other characteristic protected by federal, state or local laws. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation and training.
Nothing in this job posting or description should be construed as an offer or guarantee of employment.
Requsition ID: 1944

Qualifications:
- HS Diploma/GED minimum
- Excellent spreadsheet (Excel) skills
- 1-3+ years of recent office experience
- Ability to work with others
- Highly organized
Hours:
Fully onsite Monday through Friday
8am to 5pm
Description
-Pays vendors by tracking monthly expenses
-Handle all administrative duties such as filing, faxing, scanning, etc
-Send invoices to customers via email, fax, and mail
-Creating purchase requisitions in Oracle/Boss.
-Resolving purchase order, contract, invoice, or payment discrepancies and documentation
-Order supplies or equipment for the office
-Charges expenses to accounts and cost centers by analyzing invoice/expense reports; recording entries.
-Verifies vendor accounts and monthly orders
-Assist with new Customer account set-up in BOSS (includes getting customer information and account details to set-up in BOSS).
-Responsible for invoicing all completed jobs on a timely manner. (includes resolving any pricing issue and getting the right PO to match the invoicing amount).
-Invoice daily, weekly and monthly invoicing to capture all completed jobs.
-Match & attach invoices to the files.
Pay and Benefits
The pay range for this position is $20.00 - $22.00/hr.
Eligibility requirements apply to some benefits and may depend on your job classification and length of employment. Benefits are subject to change and may be subject to specific elections, plan, or program terms. If eligible, the benefits available for this temporary role may include the following:
- Medical, dental & vision - Critical Illness, Accident, and Hospital - 401(k) Retirement Plan - Pre-tax and Roth post-tax contributions available - Life Insurance (Voluntary Life & AD&D for the employee and dependents) - Short and long-term disability - Health Spending Account (HSA) - Transportation benefits - Employee Assistance Program - Time Off/Leave (PTO, Vacation or Sick Leave)
Workplace Type
This is a fully onsite position in Bensenville,IL.
Application Deadline
This position is anticipated to close on Aug 27, 2025.
About Aston Carter:
Aston Carter provides world-class corporate talent solutions to thousands of clients across the globe. Specialized in accounting, finance, human resources, talent acquisition, procurement, supply chain and select administrative professions, we extend the capabilities of industry-leading companies. We draw on our deep recruiting expertise and expansive network to meet the evolving needs of our clients and talent community with agility and excellence. With offices across the U.S., Canada, Asia Pacific and Europe, Aston Carter serves many of the Fortune 500. We are proud to be a ClearlyRated Best of Staffing® double diamond winner for both client and talent service.
The company is an equal opportunity employer and will consider all applications without regard to race, sex, age, color, religion, national origin, veteran status, disability, sexual orientation, gender identity, genetic information or any characteristic protected by law.
If you would like to request a reasonable accommodation, such as the modification or adjustment of the job application process or interviewing process due to a disability, please email (% ) for other accommodation options.

The Aspen Group (TAG) is one of the largest and most trusted retail healthcare business support organizations in the U.S. and has supported over 20,000 healthcare professionals and team members with close to 1,500 health and wellness offices across 50 states in four distinct categories: dental care, urgent care, medical aesthetics, and animal health. Working in partnership with independent practice owners and clinicians, the team is united by a single purpose: to prove that healthcare can be better and smarter for everyone. TAG provides a comprehensive suite of centralized business support services that power the impact of five consumer-facing businesses: Aspen Dental, ClearChoice Dental Implant Centers, WellNow Urgent Care, Chapter Aesthetic Studio, and AZPetVet. Each brand has access to a deep community of experts, tools and resources to grow their practices, and an unwavering commitment to delivering high-quality consumer healthcare experiences at scale.
**Job Summary:**
The Aspen Group (TAG) is seeking a highly organized and customer-focused Administrative Assistant to serve as the first point of contact for visitors and team members at our corporate headquarters. Located in our office, this role is integral to maintaining a professional and welcoming office environment. You will be responsible for managing day-to-day office operations, assisting with various administrative tasks, and ensuring a seamless and positive experience for all visitors and staff.
In addition to supporting the Chicago office, this role will also provide occasional support for tasks at other Practice Support Center (PSC) locations, including sites in Syracuse, NY; Greenwood Village, CO; and Glendale, AZ. This cross-location support will be coordinated in partnership with the Facilities team and ensures consistency in operational processes across all TAG facilities.
The ideal candidate will demonstrate exceptional attention to detail, be resourceful in addressing office challenges, and proactively anticipate the needs of the team. This role will report to the TAG Facilities Manager.
**Essential Responsibilities:**
+ Welcome and Assist Visitors: Greet team members and visitors warmly and professionally. Ensure all visitors are checked in according to company policy, issued visitor passes, and assisted with parking arrangements as needed. Maintain accurate records of visitors, escort them to the appropriate locations, and serve as the primary point of contact for any questions related to office access. Provide directions and general assistance to ensure a positive visitor experience.
+ Manage Front Desk Operations: Maintain a clean and organized reception area to create a welcoming environment for employees and visitors. Ensure that all incoming calls, emails, and inquiries are directed to the appropriate department or individual in a timely manner.
+ Coordinate New Hire/Offboard Processing: Assist with onboarding and offboarding employees, including coordinating seating arrangements, and access credentials for new hires.
+ Manage Office Supplies: Oversee the ordering and inventory of office supplies, break room essentials, and coffee supplies.
+ Handle Desk and Equipment Troubleshooting: Provide basic troubleshooting assistance for desk and office equipment.
+ Building Access Management: Manage employee access to office systems such as RISE and OpenPath, ensuring invitations and offboarding updates are completed efficiently. Troubleshoot any access issues and collaborate with HR and Facilities to resolve them.
+ Organize Nameplates: Take full ownership of managing and updating nameplates for employees, including for new hires, promotions, and offboarding staff. Ensure accurate placement and timely updates to reflect role changes.
+ Support Office Events: Assist with organizing and coordinating small office events or team activities, including setup, logistics, and catering if needed.
+ Assist in Email Communications: In partnership with the Communication team, draft internal communications or email campaigns, ensuring clarity and consistency with the organization's tone and messaging.
+ Mail & Package Handling: Oversee the distribution of incoming mail and packages, ensuring proper sorting and delivery to relevant departments. Assist with shipping labels and package deliveries for various teams.
+ Physical and Work Requirements: This role is based on-site Monday through Friday. Must be able to lift packages and assist with various tasks around the office as needed.
+ Facilities Support: Assist with a range of facilities-related responsibilities, including on-site parking management, HVAC system adjustments, coordination with the on-site cleaning team, contractor scheduling and oversight, space planning, and liaising with building management, engineers, and security personnel.
**Requirements & Qualifications:**
+ Education: Bachelor's degree in business administration, communications, or a related field preferred.
+ Experience: 2+ years of experience in a receptionist or administrative support role, ideally in a corporate environment.
+ Technical Skills: Proficiency in Microsoft Office Suite, office management software, and collaboration tools such as Microsoft Teams.
+ Organizational Skills: Strong multitasking and organizational abilities, with a keen eye for detail and the ability to prioritize tasks effectively.
+ Communication Skills: Exceptional written and verbal communication skills, with the ability to interact professionally with staff, visitors, and vendors.
+ Discretion: Ability to handle sensitive and confidential information with discretion and professionalism.
+ Physical Requirements: Must be able to lift and carry packages up to 25 pounds and be on-site Monday to Friday during regular office hours.
Compensation Range: $28.00/hr. ~ $32.00/hr. DOE

It's not just about your career or job title. It's about who you are and the impact you will make on the world. Because whether it's for each other or our customers, we put People First. When our people come together, we Expand the Possible and continuously look for ways to improve what we create and how we do it. If you are constantly striving to grow, you're in good company. We are revolutionizing the way the world moves for future generations, and we want someone who is ready to move with us.
At Wabtec Bus Solutions, we draw strength from our differences while we revolutionize the way the world moves for future generations. And you can too! Our flexible work environment provides you a chance to change the world without giving up your personal life. We put our customers first - exemplified by our mission: "Unlock our customers' potential by delivering innovative and lasting transportation solutions. Sound like a team you would like to be part of. Come build your career with Wabtec Bus Solutions.
Wabtec is seeking a qualified **Office Administrative Assistant** to join our team in **Buffalo Grove, Illinois.** The ideal candidate will enhance executive's effectiveness by providing information management support, representing the executive to others, including Sr. Staff members when necessary. Will generate reports, presentations, and other communication. Will assist in coordinating and planning company functions.
**Office Administrative Assistant**
+ Produces information by transcribing, formatting, inputting, editing, retrieving, copying, and transmitting text, data, and graphics. This will be completed through PowerPoint, Word and Excell.
+ Maintains executive's appointment schedule by planning and scheduling meetings, conferences, teleconferences, and travel.
+ Welcomes guests and customers by greeting them, in person or on the telephone, answering or directing inquiries.
+ Maintains customer confidence and protects operations by keeping information confidential.
+ Completes projects by assigning work to clerical staff, following up on results.
+ Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals. Ability to write routine reports and correspondence. Ability to speak effectively before groups of customers or employees of organization.
+ Ability to Multitask and priorities projects and complete work responsiblities in timely manner.
+ To perform this job successfully, an individual should have knowledge of Word Processing software; Spreadsheet software; Database software and Contact Management systems. Understand Microsoft Office Suite, (Excel, Word, Power Point). Ability to handle adhoc requests.
**Education:**
+ Associate degree (A. A.) or equivalent from two-year college or technical school; or six months to one-year related experience and/or training; or equivalent combination of education and experience. Must have Oracle or similar application experience.
Think you have what it takes to join our team? We would love to meet you and share with you our extensive array of employee benefits here at Wabtec.
Salary Range:
$23.00 - $27.00 per hour
**Who are we?**
Wabtec Corporation is a leading global provider of equipment, systems, digital solutions, and value-added services for freight and transit rail as well as the mining, marine, and industrial markets. Drawing on nearly four centuries of collective experience across Wabtec, GE Transportation, and Faiveley Transport, the company has grown to become One Wabtec, with unmatched digital expertise, technological innovation, and world-class manufacturing and services, enabling the digital-rail-and-transit ecosystems.
Wabtec is focused on performance that drives progress and unlocks our customers' potential by delivering innovative and lasting transportation solutions that move and improve the world. We are lifelong learners obsessed with making things better to drive exceptional results. Wabtec has approximately 27K employees in facilities throughout the world. Visit our website to learn more! Commitment to Embrace Diversity:**
Wabtec is a global company that invests not just in our products, but also our people by embracing diversity and inclusion. We care about our relationships with our employees and take pride in celebrating the variety of experiences, expertise, and backgrounds that bring us together. At Wabtec, we aspire to create a place where we all belong and where diversity is welcomed and appreciated.
To fulfill that commitment, we rely on a culture of leadership, diversity, and inclusion. We aim to employ the world's brightest minds to help us create a limitless source of ideas and opportunities. We have created a space where everyone is given the opportunity to contribute based on their individual experiences and perspectives and recognize that these differences and diverse perspectives make us better.
We believe in hiring talented people of varied backgrounds, experiences, and styles. People like you! Wabtec Corporation is committed to equal employment opportunity regardless of race, color, ancestry, religion, sex, national origin, sexual orientation, age, citizenship, marital status, disability, gender identity or expression, or protected Veteran status. If you have a disability or special need that requires accommodation, please let us know.

Position: Senior Administrative Assistant

Location: Irvine, CA

Job Id: 604

# of Openings: 1

Senior Administrative Assistant (Bi-lingual English/Korean)

Admin Department

Irvine, CA

Full Time

Reports to the CFO

What We Are Looking For

The ideal candidate for this position will provide high-level support to the CEO, CFO and COO as well as managing a wide range of tasks including scheduling, communication, travel arrangements, and project support. This role requires strong organizational, communication, interpersonal, and problem-solving skills, as well as the ability to handle confidential information and work independently and in a team environment.

Responsibilities:

• Handling email correspondence, preparing presentations and reports, and managing internal and external communications
• Corporate Social Responsibility (CSR support) including donations, Community involvement projects and other CSR initiative support
• Booking flights, hotels, and transportation, and managing travel itineraries & unused tickets
• Processing expenses, maintaining records, and handle the coordination of office supplies
• Tracking project timelines, monitoring progress, and assisting with special projects
• Organizing and maintaining confidential information, including reports, documents, and financial data
• Acting as a point of contact for internal and external stakeholders, facilitating communication and coordination
• Identifying and resolving issues proactively, ensuring smooth operations and efficient execution of tasks
• Ability to multitask and adapt to changes in workload, assignments, and priorities to meet deadlines
• Ability to work independently and in a team environment
• Performs other duties as required

Requirements:

• Bi-lingual ability: English and Korean
• Strong organizational and time management skills.
• Prioritize tasks, manage multiple projects simultaneously, and meet deadlines
• Communicate effectively both verbally and in writing, including creating professional correspondence
• Intermediate+ skill level in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other relevant software
• Ability to build relationships with internal and external stakeholders, including executives, staff, and clients
• Skilled in identifying problems, analyzing situations, and developing effective solutions
• Handle confidential information with utmost care and maintain discretion
• Work independently and with minimal supervision
• Ability to manage tasks efficiently without constant oversight, proactive approach

Preferred Qualifications:

• Bachelor's degree in business administration or equivalent experience in a related field
• Minimum of 3 years of administrative experience working in a corporate environment, preferably with prior executive support

This job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee. Other duties, responsibilities, activities may change or be assigned at any time with or without notice.

• PPO Medical, Dental, Ortho, Vision, Rx, LTD and Life Insurance
• Employee-only premium covered at 100%
• Optional Voluntary Benefits: STD, Hospital, Critical Illness, Accident, Discounted Pet Insurance
• Pre-Tax Flex Spending Accounts: Health and/or Dependent Care
• 10.5 Paid Holidays per calendar year
• Community Involvement Volunteer Day
• 401K Plan, 100% match on employees contribution, up to a maximum of 5%
• Employee discounts on Navien products

Since 2006, Navien, Inc. has rapidly emerged as one of the fastest-growing companies in the home comfort sector across North America. A leader in condensing technology, Navien has revolutionized the industry with its line of high-efficiency condensing tankless water heaters, combi-boilers, and wall-hung boilers. In 2024, Navien was recognized as the number one selling manufacturer of gas tankless water heaters and wall-hung boilers in North America.

Expanding its offerings, Navien now boasts a full line of HVAC products, including the innovative NPF Hydro-furnace. Additionally, Navien has ventured into the heat pump water heater market, further solidifying its commitment to sustainable and energy-efficient solutions for home comfort. The company is also making strides in the water treatment space with cutting-edge scale prevention systems and whole-house filtration solutions.

Naviens international reputation is built on sophisticated engineering, robust design, and a steadfast commitment to quality. Backed by over 40 years of advanced technology expertise from its parent company, KD Navien, the company continues to push boundaries in product development. Navien products are available across the United States and Canada through a select network of trusted wholesale distributors.

Navien, Inc. is an Equal Opportunity Employer

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