Administrative Assistant IV

Position Title: Administrative Assistant

Work Location: North Chicago, IL 60064

Assignment Duration: 6 Months (possible extension- performance based)

Key Responsibilities:

* 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.

* 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.

* 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.

* 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.

* 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.

* 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.

* 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.

* 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.

* 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.

* 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.

Qualification & Experience:

Executive/Site Leader administrative support experience in a corporate or manufacturing plant environment.

* Demonstrated proficiency in complex calendar management, domestic/international travel logistics, and expense reporting.

* Working knowledge of procurement processes, purchase order tracking, and invoice reconciliation.

* Strong capabilities in visitor coordination, site badge access, and safety/PPE protocol compliance.