Job Description
Think the best job opportunities are far away? Think again. Great opportunities are right here in your backyard. Kelly® is looking for an Executive Assistant I to work at a leading organization in Chicago, IL. This is an excellent contract to hire opportunity! Let us help you grow at work and discover the next step in your career, all while being a vital part of your community.
Salary/Pay Rate/Compensation: $30 – $35/hr, depending on experience
Shift: three days per week onsite in Chicago, working from home the other two days. Core office hours are 9am to 5pm.
What’s a typical day as Executive Assistant I? You’ll be:
ESSENTIAL FUNCTIONALITY ~
1. Perform secretarial and administrative duties and maintain office in absence of the VP. Expedite requests from corporate management directed to the VP and perform administrative follow up for the VP on pending matters.
2. Compose, type, and transcribe routine correspondence, reports, forms, and similar material in final form using a personal computer. Always ensure correctly worded documents with a professional appearance.
3. Compile special reports and charts, requiring data collection from several sources, based on specific instructions as to the nature and purpose of these charts and reports. Participate in the budgeting process as needed.
4. Establish and maintain confidential files, files of corporate records, official documents, and other information for reference purposes. Research files for information upon request. Dispose of records according to established retention procedures.
5. Maintain office controls to ensure the timely submission of correspondence and reports. Consolidate reports when appropriate.
6. Research and resolve inquiries related to the function of the division.
7. Process payment for invoices and maintains departmental billing, budget, and payment data.
8. Participate in the budget process as requested, i.e. review budget reports, monitor variances, enter data in budget system, etc.
9. Screen telephone calls and visitors; route misdirected calls to other appropriate individuals in the organization. Open, scan, and arrange mail in order of importance. Schedule appointments, maintain master calendar and place outgoing phone calls for the VP. Provide, prepare or obtain information from records based on knowledge of the organization.
10. Assume responsibility for keeping up to date on organizational changes, and corporate policies and procedures. Safeguard the confidentiality of all information related to executive functions. 11. Handle special projects including scheduling and coordinating meetings, making travel arrangements, arranging lunches, and sending out invitations. Attend management and other meetings for the VP. Prepare summaries of decisions and commitments made at meetings and conferences.
12. Perform various miscellaneous functions, i.e. maintain personal files, screen internal/external publications outlining pertinent information. Advise support staff in answering problems involving procedural and workflow.
13. Maintain a thorough knowledge of the organizational structure.
14. May lead other administrative assistants within the division.
15. Communicate and interact effectively and professionally with co-workers, management, customers, etc.
16. Comply with HIPAA, Diversity Principles, Corporate Integrity, Compliance Program policies and other applicable corporate and departmental policies.
17. Maintain complete confidentiality of company business.
18. Maintain communication with management regarding developments within areas of assigned responsibilities and perform special projects as required or requested
JOB REQUIREMENTS
• High School Diploma or G.E.D.
• 3 years of strong, administrative support experience.
• Solid knowledge of office procedures and equipment functionality.
Excellent verbal and written communication skills, including punctuation, composition,
sentence structure, etc.
• High degree of confidentiality and discretion to absolute privacy with sensitive information.
• Independent judgment and initiative to act with authority as needed.
• Strong PC proficiency to include Word, Outlook, Excel, PowerPoint and Workday.
• Ability to exercise confidentiality, tact and diplomacy.
This job might be an outstanding fit if you:
• Have a High School Diploma or G.E.D. and at least 3 years of strong administrative support experience
• Demonstrate solid knowledge of office procedures and equipment functionality
• Exhibit excellent verbal and written communication skills, including proper punctuation and composition
• Maintain a high degree of confidentiality and discretion with sensitive information
• Possess strong PC proficiency including Word, Outlook, Excel, PowerPoint, and Workday
• Act independently with initiative, tact, and diplomacy
• (Preferred) Hold a secretarial certificate from an accredited secretarial school
• (Preferred) Have project management skills, financial reporting analysis, and strong event planning experience
What happens next
Once you apply, you’ll proceed to next steps if your skills and experience look like a good fit. But don’t worry—even if this position doesn’t work out, you’re still in our network. That means all of our recruiters will have access to your profile, expanding your opportunities even more.
Helping you discover what’s next in your career is what we’re all about, so let’s get to work.
Apply to be Executive Assistant I today!
1019XXXXXX
Salary/Pay Rate/Compensation: $30 – $35/hr, depending on experience
Shift: three days per week onsite in Chicago, working from home the other two days. Core office hours are 9am to 5pm.
What’s a typical day as Executive Assistant I? You’ll be:
ESSENTIAL FUNCTIONALITY ~
1. Perform secretarial and administrative duties and maintain office in absence of the VP. Expedite requests from corporate management directed to the VP and perform administrative follow up for the VP on pending matters.
2. Compose, type, and transcribe routine correspondence, reports, forms, and similar material in final form using a personal computer. Always ensure correctly worded documents with a professional appearance.
3. Compile special reports and charts, requiring data collection from several sources, based on specific instructions as to the nature and purpose of these charts and reports. Participate in the budgeting process as needed.
4. Establish and maintain confidential files, files of corporate records, official documents, and other information for reference purposes. Research files for information upon request. Dispose of records according to established retention procedures.
5. Maintain office controls to ensure the timely submission of correspondence and reports. Consolidate reports when appropriate.
6. Research and resolve inquiries related to the function of the division.
7. Process payment for invoices and maintains departmental billing, budget, and payment data.
8. Participate in the budget process as requested, i.e. review budget reports, monitor variances, enter data in budget system, etc.
9. Screen telephone calls and visitors; route misdirected calls to other appropriate individuals in the organization. Open, scan, and arrange mail in order of importance. Schedule appointments, maintain master calendar and place outgoing phone calls for the VP. Provide, prepare or obtain information from records based on knowledge of the organization.
10. Assume responsibility for keeping up to date on organizational changes, and corporate policies and procedures. Safeguard the confidentiality of all information related to executive functions. 11. Handle special projects including scheduling and coordinating meetings, making travel arrangements, arranging lunches, and sending out invitations. Attend management and other meetings for the VP. Prepare summaries of decisions and commitments made at meetings and conferences.
12. Perform various miscellaneous functions, i.e. maintain personal files, screen internal/external publications outlining pertinent information. Advise support staff in answering problems involving procedural and workflow.
13. Maintain a thorough knowledge of the organizational structure.
14. May lead other administrative assistants within the division.
15. Communicate and interact effectively and professionally with co-workers, management, customers, etc.
16. Comply with HIPAA, Diversity Principles, Corporate Integrity, Compliance Program policies and other applicable corporate and departmental policies.
17. Maintain complete confidentiality of company business.
18. Maintain communication with management regarding developments within areas of assigned responsibilities and perform special projects as required or requested
JOB REQUIREMENTS
• High School Diploma or G.E.D.
• 3 years of strong, administrative support experience.
• Solid knowledge of office procedures and equipment functionality.
Excellent verbal and written communication skills, including punctuation, composition,
sentence structure, etc.
• High degree of confidentiality and discretion to absolute privacy with sensitive information.
• Independent judgment and initiative to act with authority as needed.
• Strong PC proficiency to include Word, Outlook, Excel, PowerPoint and Workday.
• Ability to exercise confidentiality, tact and diplomacy.
This job might be an outstanding fit if you:
• Have a High School Diploma or G.E.D. and at least 3 years of strong administrative support experience
• Demonstrate solid knowledge of office procedures and equipment functionality
• Exhibit excellent verbal and written communication skills, including proper punctuation and composition
• Maintain a high degree of confidentiality and discretion with sensitive information
• Possess strong PC proficiency including Word, Outlook, Excel, PowerPoint, and Workday
• Act independently with initiative, tact, and diplomacy
• (Preferred) Hold a secretarial certificate from an accredited secretarial school
• (Preferred) Have project management skills, financial reporting analysis, and strong event planning experience
What happens next
Once you apply, you’ll proceed to next steps if your skills and experience look like a good fit. But don’t worry—even if this position doesn’t work out, you’re still in our network. That means all of our recruiters will have access to your profile, expanding your opportunities even more.
Helping you discover what’s next in your career is what we’re all about, so let’s get to work.
Apply to be Executive Assistant I today!
1019XXXXXX
💡 Quick Summary
Seeking a career-building opportunity? The Executive Assistant I position is now open for candidates interested in the Admin Executive sector. This role in Chicago offers a professional environment and growth potential.
Requirement Snapshot: Candidates should possess basic communication skills, a proactive attitude, and the ability to work in a team. Experience in Admin Executive is a plus.
