90 Administrative Assistants jobs in Oak Forest

Job Description

Summary:    

The AEA will provide comprehensive administrative support to the President, ensuring efficiency and organization in daily operations. Acting as a key facilitator, the AEA will manage schedules, gather necessary information, maintain reports, and oversee related tasks—all while prioritizing the best interests of both the executives and the company.

 JOB DESCRIPTION

The AEA will play a vital role in supporting the President by managing both professional and personal responsibilities with efficiency and discretion. Key duties include:

·    Calendar & Schedule Management: Overseeing professional and personal calendars, coordinating appointments, scheduling meetings, and ensuring timely execution of all activities.

·    Confidentiality & Judgment: Handling sensitive and confidential information with the utmost tact, discretion, and professionalism.

·    Task Prioritization & Attention to Detail: Managing multiple responsibilities simultaneously, meeting deadlines, and maintaining a high standard of accuracy in all tasks.

·    Professional Communication: Representing the executive with professionalism in all interactions—whether in person, via email, or over the phone.

·    Travel Coordination & Expense Management: Booking travel arrangements, providing detailed itineraries, securing necessary documents, and processing expense reports for reimbursement.

·    Client & Visitor Engagement: Welcoming, escorting, and assisting visitors, vendors, and clients to ensure a seamless experience.

·    Correspondence & Documentation: Drafting, reviewing, and typing correspondence, memos, and emails with precision and professionalism.

·    Executive Travel Assistance: Accompanying executives on trips when required to provide immediate support and coordination.

·    Meeting Preparation & Follow-Up: Organizing agendas, preparing pre-meeting materials, taking notes if needed, distributing key takeaways, and ensuring follow-up actions are completed.

·    Document Organization & Management: Maintaining structured filing systems for records, reports, and essential documents to ensure accessibility.

·    Availability & Responsiveness: Remaining accessible around the clock to handle urgent matters and provide timely responses.

·    Personal Errands & Logistics Support: Assisting with personal tasks such as lunch arrangements, bill payments, and banking activities to ensure smooth day-to-day operations.

·    Special Projects: Supporting executives with diverse projects, conducting research, and executing assigned initiatives.

·    Customer Order Follow-Up: Communicating with customers to track orders, address concerns, and ensure satisfaction.

·    Data Entry & Record Maintenance: Managing sales order input, updating records, and maintaining organized databases.

·    Additional Duties: Handling other tasks as assigned to enhance operational efficiency and support company goals.

Established in 1986 and based in Bellwood, IL, we are a trusted wholesale distributor specializing in brand-name confectioneries. We proudly serve wholesalers, distributors, and independent retailers, providing high-quality products to meet their diverse needs.
As a growing company, we thrive in a dynamic, fast-paced environment where efficiency and innovation drive our success.

Established in 1986 and based in Bellwood, IL, we are a trusted wholesale distributor specializing in brand-name confectioneries. We proudly serve wholesalers, distributors, and independent retailers, providing high-quality products to meet their diverse needs.
As a growing company, we thrive in a dynamic, fast-paced environment where efficiency and innovation drive our success.

Job Description

Key Responsibilities

• Email Management : Monitor, prioritize, and respond to executive emails in a timely and professional manner, ensuring effective communication with internal and external stakeholders.

• Phone Support : Handle incoming calls, screen inquiries, and direct calls to appropriate parties, maintaining a courteous and professional demeanor.

• CRM Integration : Input, update, and manage data in the CRM system to track interactions, schedule follow-ups, and support sales and client relationship efforts.

• Calendar Coordination : Schedule meetings, appointments, and travel arrangements for executives, ensuring optimal time management.

• Administrative Support : Prepare reports, documents, and presentations, and assist with special projects as needed.

• Confidentiality : Handle sensitive information with discretion and maintain strict confidentiality.

Qualifications

• Proven experience as an executive assistant or similar administrative role.

• Excellent written and verbal communication skills.

• Proficiency in CRM software (e.g., JobNimbus) and Google Workspace.

• Strong organizational and multitasking abilities.

• Ability to work independently and prioritize tasks in a fast-paced environment.

Work Environment

• Part-Time Position that will taper into Full Time if desired

• Mostly a remote position with ability to meet in person Max 1-2 times per week if that.

As an Executive Assistant in Commercial & Investment Banking, you will need to work well in a team environment, be able to represent the manager/group with professional courtesy and acumen, and deliver flawless work output. Your daily routine also includes interaction with various executive level internal clients across the lines of businesses. You will need to adapt procedures, processes and techniques to complete assignments in line with the department's activities and goals.

Job responsibilities

• Maintain complex and detailed calendars
• Screen incoming calls and determine the level of priority, while using caution in dispensing information
• Manage the coordination and logistics of both internal and external meetings
• Arrange and coordinate complicated domestic and international travel
• Organize all aspects of internal and external events, including catering and transportation
• Process invoices and T&E expense claims for team members, ensuring all policies are followed and items are processed within provided guidelines
• Assist with staff on-boarding and off-boarding, which includes requesting equipment setup and system access
• Produce high quality emails and messages to individuals at all levels of the organization
• Maintain department documents, including current organizational charts and Executive Bio's
• Handle regular activities without prompting, and advise in advance with issues or delays
• Assist in editing spreadsheets and presentations, including printing and binding, for client meetings

Required qualifications, capabilities, and skills

• At least five years of administrative experience
• Advanced ability to organize
• Discretion and good judgment in confidential situations, and proven experience interacting with senior management
• Strong interpersonal, written, and oral communication skills
• Strong proficiency in Microsoft Office
• Excellent telephone etiquette and ability to manage competing priorities i.e. calendar management

• Experience supporting at the Managing Director level (or equivalent) or above
• College degree is a plus

JPMorganChase, one of the oldest financial institutions, offers innovative financial solutions to millions of consumers, small businesses and many of the world's most prominent corporate, institutional and government clients under the J.P. Morgan and Chase brands. Our history spans over 200 years and today we are a leader in investment banking, consumer and small business banking, commercial banking, financial transaction processing and asset management.

We offer a competitive total rewards package including base salary determined based on the role, experience, skill set and location. Those in eligible roles may receive commission-based pay and/or discretionary incentive compensation, paid in the form of cash and/or forfeitable equity, awarded in recognition of individual achievements and contributions. We also offer a range of benefits and programs to meet employee needs, based on eligibility. These benefits include comprehensive health care coverage, on-site health and wellness centers, a retirement savings plan, backup childcare, tuition reimbursement, mental health support, financial coaching and more. Additional details about total compensation and benefits will be provided during the hiring process.

We recognize that our people are our strength and the diverse talents they bring to our global workforce are directly linked to our success. We are an equal opportunity employer and place a high value on diversity and inclusion at our company. We do not discriminate on the basis of any protected attribute, including race, religion, color, national origin, gender, sexual orientation, gender identity, gender expression, age, marital or veteran status, pregnancy or disability, or any other basis protected under applicable law. We also make reasonable accommodations for applicants' and employees' religious practices and beliefs, as well as mental health or physical disability needs. Visit our FAQs for more information about requesting an accommodation.

JPMorgan Chase & Co. is an Equal Opportunity Employer, including Disability/Veterans

Base Pay/Salary
Chicago,IL $33.34 - $44.23 / hour

Are you organized, detail-oriented, and a master at multitasking? CVS Health is seeking an Administrative Assistant to join our team. In this role, you will provide essential support to our office operations and contribute to the overall success of the company.

• Manage and maintain office supplies and equipment
• Answer and direct phone calls and emails
• Assist with scheduling meetings and appointments
• Prepare and distribute correspondence, memos, and reports
• Organize and maintain paper and electronic files
• Coordinate travel arrangements for staff
• Perform data entry and update databases as needed

• High school diploma or equivalent
• Proven experience as an administrative assistant or office admin assistant
• Proficient in Microsoft Office Suite
• Excellent communication and interpersonal skills
• Strong organizational and time-management skills
• Ability to work independently and prioritize tasks

If you are a proactive problem-solver with a can-do attitude, we want to hear from you. Apply now to join the CVS Health team as an Administrative Assistant!

The Administrative Assistant provides high-level administrative support to senior executives, ensuring efficient operation of the business segments they support. This role requires exceptional organizational skills, discretion, and the ability to manage multiple priorities in a fast-paced environment.

Our Team

Molex is a leading provider of electronic solutions, committed to innovation and excellence. Our team is dedicated to delivering high-quality products and services to our customers worldwide. Join us and be part of a dynamic and forward-thinking organization.

What You Will Do

• Serve as the primary point of contact for internal and external communications on behalf of the executive.
• Manage complex calendars, schedule meetings, and coordinate travel arrangements.
• Prepare and edit correspondence, reports, presentations, and other documents.
• Plan and execute on-site and off-site meetings, events, and team activities.
• Track and reconcile expense reports and purchase orders.
• Support shipment of sample requests, organize, track, and maintain connector test vehicles.
• Support special project coordination and follow-up on action items.
• Screen and prioritize incoming communications and requests.

Who You Are (Basic Qualifications)

• 3-5+ years proven experience as an Executive Assistant, Senior Administrative Assistant, or similar role.
• Proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint, SharePoint).

What Will Put You Ahead

• Associate's or Bachelor's degree preferred.
• Excellent time management and multitasking abilities. Strong sense of urgency.
• High level of discretion and professionalism.
• Experience supporting executives in a manufacturing, engineering, or technology environment.
• Familiarity with tools like Power BI and Coupa for reporting and procurement.
• Event planning experience for both internal and external audiences.

For this role, we anticipate paying $65,000 - $95,000 per year. This role is eligible for variable pay, issued as a monetary bonus or in another form.

At Koch companies, we are entrepreneurs. This means we openly challenge the status quo, find new ways to create value and get rewarded for our individual contributions. Any compensation range provided for a role is an estimate determined by available market data. The actual amount may be higher or lower than the range provided considering each candidate's knowledge, skills, abilities, and geographic location. If you have questions, please speak to your recruiter about the flexibility and detail of our compensation philosophy.

Hiring Philosophy

All Koch companies value diversity of thought, perspectives, aptitudes, experiences, and backgrounds. We are Military Ready and Second Chance employers. Learn more about our hiring philosophy here .

Who We Are

At Koch, employees are empowered to do what they do best to make life better. Learn how our business philosophy helps employees unleash their potential while creating value for themselves and the company.

Our Benefits

Our goal is for each employee, and their families, to live fulfilling and healthy lives. We provide essential resources and support to build and maintain physical, financial, and emotional strength - focusing on overall wellbeing so you can focus on what matters most. Our benefits plan includes - medical, dental, vision, flexible spending and health savings accounts, life insurance, ADD, disability, retirement, paid vacation/time off, educational assistance, and may also include infertility assistance, paid parental leave and adoption assistance. Specific eligibility criteria is set by the applicable Summary Plan Description, policy or guideline and benefits may vary by geographic region. If you have questions on what benefits apply to you, please speak to your recruiter.

Additionally, everyone has individual work and personal needs. We seek to enable the best work environment that helps you and the business work together to produce superior results.

Equal Opportunities

Equal Opportunity Employer, including disability and protected veteran status. Except where prohibited by state law, some offers of employment are conditioned upon successfully passing a drug test. This employer uses E-Verify. Please click here for additional information. (For Illinois E-Verify information click here , aquí , or tu ).

#LI-MS6

1. Communication : Clear, concise, and professional communication-both written and verbal-is essential. The AA often serves as the liaison between executives and stakeholders, making strong interpersonal skills critical.
2. Emotional Intelligence : The ability to read people, manage emotions, and navigate sensitive situations fosters trust and strengthens workplace relationships.
3. Problem-Solving & Critical Thinking : AAs frequently handle unexpected challenges, requiring quick thinking and resourcefulness to resolve issues independently.
4. Adaptability : The capacity to pivot quickly, reprioritize tasks, and remain composed under pressure is invaluable in Giant Steps' dynamic environment.
5. Discretion & Trustworthiness : Integrity in handling confidential information is non-negotiable.
6. Personal qualities include integrity, credibility, accountability, and commitment to the mission of Giant Steps

1. Time Management & Prioritization : Effectively managing complex calendars, meeting deadlines, and juggling different priorities to ensure smooth operations.
2. Organizational Excellence : Meticulous attention to detail in managing documents, schedules, and logistics to ensure workplace efficiency.
3. Technological Proficiency : Proficiency in tools like Microsoft Office, Google Workspace, Canva, Donor Search, and project management platforms (e.g., Trello).
4. Project Management : Overseeing projects from inception to completion, including coordinating resources and timelines.
5. Social Media Coordination : Expertise in writing (using storyboard process), scheduling, and tracking the impact and statistics of social media posts,

1. Anticipation & Proactivity : Foreseeing and addressing needs before they arise.
2. Strategic Thinking : The ability to understand the broader business context allows AAs to align their support with organizational goals.
3. Networking & Relationship Management : Building and maintaining professional relationships can open doors and facilitate smoother relationships.
4. Professionalism & Representation : AAs may occasionally act as the face of Giant Steps, requiring a polished demeanor and the ability to represent the company in a positive light.
5. Interpersonal Skills : The ability to engage new individual, corporate, and foundation donors in the mission of Giant Steps; the ability to strategically move relationships along a continuum of commitment
6. Action Oriented : Enjoys working hard and looks for challenges; able to act and react as necessary, even when limited information is available; not afraid to take charge of a situation; can overcome resistance and take unpopular stances when necessary.
7. Flexible ; can work in an ambiguous, fast-moving environment, while also driving toward clarity and solutions; demonstrates resourcefulness
8. Commitment: Willing to attend meetings and events, including nights and weekends

• Calendar & Schedule Management: Helps coordinate and manage calendars, including scheduling meetings, appointments, and occasionally, travel arrangements.
• Communication Liaison: Serve as the primary point of contact between the CEO and internal/external stakeholders, ensuring timely and effective communication.
• Meeting Coordination: Organize and prepare for meetings, including drafting agendas, taking minutes, and following up on action items.
• Document Preparation: Draft, review, and manage correspondence, reports, presentations, and other documents as needed.
• Social Media: Plans, writes, and schedules social media outreach.
• Classroom Support: If needed, the AA will provide coverage in the classroom.
• Confidentiality: Handle sensitive information with care and maintain confidentiality at all times.
• Project Support: Support the CEO in planning and executing special projects and initiatives.
• Attendance: Observe attendance blackout time (the two weeks before and after a major event).

• Education: A bachelor's degree in business administration, communications, or a related field is preferred.
• Experience: Minimum of four years of experience in an AA or similar administrative role.
• Technical Skills: Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook, Canva) and familiarity with project management tools, such as Trello.
• Communication Skills: Excellent verbal and written communication abilities.
• Organizational Skills: Strong organizational and time-management skills with the ability to prioritize tasks effectively.
• Interpersonal Skills: Demonstrated ability to build relationships and work collaboratively across all levels of the organization.
• Adaptability: Ability to adapt to changing priorities and manage different tasks efficiently.

• Pre-employment physical, drug screening, and criminal background check
• Possesses appropriate professional credentials

• AA is exempt under the Fair Labor Standards Act (FLSA).

• Salary is commensurate with the level of education and experience.

• The AA follows the Central Administration Calendar.

• Work is typically performed indoors within the school facility
• Moderate physical movement is required for the job
• Minimal exposure to physical risk is anticipated

• The AA will schedule his/her formal annual review meeting with the CEO by April 1st of each year.
• The AA will complete a draft personal evaluation by March 15th of each year to be used during the formal review.
• The CEO will conduct the EA performance review by April 15th of each year.