Administrative Assistant IV at Alpha Consulting Corp. in North Chicago, IL

Job description

• Job title: STAR Admin Assistant IV
• Job duration: 6+ months
• Job location: North Chicago, IL

Responsibilities

• Executive and Calendar Management
• Manage and maintain the site leader’s calendar, including appointments, priorities, travel time, and schedule changes.
• Coordinate meetings across departments when needed.
• Prepare daily or weekly calendar briefings and highlight conflicts or urgent priorities for the site leader.
• Schedule one-on-one meetings, leadership meetings, town halls, operational reviews, and business updates for the site leader.
• Coordinate meeting rooms, audiovisual equipment, virtual meeting links, agendas, and required materials.
• Track action items, follow-ups, and deadlines resulting from leadership meetings.
• Travel and Expense Management
• Coordinate domestic and international travel arrangements, including flights, hotels, ground transportation, and itineraries.
• Prepare, submit, and reconcile expense reports for the site leader and/or assigned team members.
• Collect receipts and supporting documentation and ensure expenses follow company policies.
• Monitor travel and expense approvals and resolve missing information or discrepancies.
• Support visitor travel arrangements when needed.
• Purchase Orders and Financial Administration
• Submit requests for purchase orders and follow them through the approval and purchasing process.
• Coordinate with Procurement, Finance, suppliers, and requestors regarding purchasing needs.
• Process invoices, receipts, expense documentation, and payment-related requests.
• Maintain accurate records of contracts, suppliers, and purchasing documentation.
• Meeting and Event Coordination
• Schedule and coordinate department meetings, leadership events, workshops, training sessions, and team-building activities.
• Arrange catering, lunches, refreshments, room setup, and special accommodations when needed.
• Prepare agendas, presentations, attendance lists, handouts, and meeting notes.
• Coordinate recognition events, celebrations, employee engagement activities, and site-wide gatherings in partnership with BHR, Culture team or any other department that needs support with this.
• Manage meeting logistics and ensure rooms are restored and equipment is returned after events.
• Communications and Announcements
• Draft, format, proofread, and distribute emails, announcements, newsletters, memos, and leadership communications.
• Prepare communications related to site events, meetings, operational updates, employee activities, and important deadlines.
• Maintain distribution lists, shared communication channels, mailing groups, and site calendars.
• Help ensure communications are clear, timely, accurate, and appropriately routed.
• Coordinate the preparation of leadership talking points, presentations, and town hall materials if needed (In partnership with BHR and other departments)
• Maintain confidentiality when handling sensitive business, employee, operational, or personnel information.
• Plant Tours and Visitor Coordination
• Organize plant tours, leadership visits or any other visits.
• Coordinate visitor schedules, agendas, meeting rooms, transportation, meals, and site contacts.
• Prepare visitor itineraries, welcome materials, badges, parking instructions, and access requests.
• Confirm required safety training, personal protective equipment, confidentiality agreements, and security requirements in partnership with the appropriate site functions.
• Serve as a point of contact for visitors and help ensure a professional site experience.
• New-Hire and Employee Support
• Complete and track requests for new-hire equipment, workspace, access, badges, phones, computers, and other onboarding needs.
• Coordinate onboarding schedules, introductory meetings, training logistics, and orientation activities.
• Submit requests for system access, distribution lists, shared drives, and facility access.
• Maintain onboarding checklists and follow up with responsible departments.
• Support employee transfers, departures, role changes, and equipment returns.
• Assist employees with administrative questions and direct them to the appropriate support function.
• Office and Site Support
• Order and maintain office supplies, meeting materials, kitchen supplies, personal protective equipment, and other administrative items.
• Monitor inventory levels and submit replenishment requests.
• Coordinate maintenance, repairs, workspace changes, furniture requests, and facility-related issues.
• Maintain shared workspaces, conference rooms, bulletin boards, and administrative areas.
• Manage mail, shipments, deliveries, courier services, and document distribution.
• Manufacturing-Site Coordination
• Provide administrative support to site leadership and cross-functional teams if needed.
• Support preparation for inspections, audits, leadership visits, and business reviews by organizing agendas, documentation, and logistics when needed.
• Follow applicable site procedures for documentation, access, safety, security, and confidentiality.
• Assist with general duties in preparing site metrics, reports, presentations, organizational charts, and contact lists.
• Records, Tracking, and Reporting
• Maintain accurate files, trackers, contact lists, organizational charts, meeting records, and calendars.
• Track open requests, approvals, purchase orders, invoices, visitor activities, onboarding tasks, and action items.
• Archive documents according to company and site record-retention requirements.
• Ensure information is accurate, current, and accessible to authorized personnel.
• Act as a professional liaison between the site leader, employees, internal departments, external partners, and visitors.
• Anticipate the needs of the site leader and leadership team.
• Handle confidential and sensitive information with discretion.
• Identify opportunities to simplify processes, improve organization, and enhance administrative efficiency.

Requirements

• Job Duties: Attached Please send candidates who have experience working in large organizations or similar to ***. Experienced Admin professionals preferred
• Behavior Preferences: Organized, willing to learn and contribute to the team, superior interpersonal skills and relationship builder, committed, thinking outside the box and provide solutions, reliable, good computer systems and AI skills, curious.

Skills

Required

• Organized
• Superior interpersonal skills
• Relationship builder
• Committed
• Reliable
• Good computer systems and AI skills
• Curious