Administrative Assistant

At TA Resources we've re-imagined traditional staffing and HR outsourcing with Small Businesses in mind. Focusing on what makes our clients unique we match them with the talent they need to continue to grow. We are currently searching for an Administrative Assistant for our client located in Libertyville, IL. Our client aspires to be focus-oriented, customer driven, positioned as the top tier mid-market fragrance solution. We consider ourselves to be a truly unique company whose employees will continue to complement existing personnel and represent the goals and values of the organization.

This is a dynamic and demanding role providing administrative support to a thriving organization. The ideal candidate will be a proactive, highly organized, and resourceful individual with exceptional problem-solving skills and the ability to anticipate needs. This role requires a high degree of discretion, confidentiality, and the ability to manage complex schedules and priorities in a fast-paced environment.

Job Responsibilities:

• Complex Calendar Management: Manage the CEO's extremely dynamic calendar, scheduling meetings, appointments, and travel arrangements with meticulous attention to detail, considering time zones, travel logistics, and personal commitments. Proactively anticipate scheduling conflicts and propose solutions.
• Domestic Travel Coordination: Arrange all aspects of domestic travel, including booking flights, hotels, ground transportation, managing itineraries, and preparing travel documents. Monitor travel plans for changes and proactively communicate updates.
• Meeting Preparation and Follow-Up: Prepare meeting materials, presentations, and agendas. Attend meetings as needed to take minutes and track action items. Follow up on outstanding tasks and ensure timely completion.
• Communication Management: Act a receptionist for the organization and field incoming calls. 

Personal Support:

This will be handled with utmost discretion and sensitivity.

• Project Management: Manage special projects as assigned by manager, ensuring timely completion and adherence to deadlines.
• Expense Reports and Budget Management: Prepare and reconcile expense reports. Assist with budget tracking and management.
• Information Management: Organize and maintain electronic and paper files, ensuring easy access to information.
• Gatekeeping: Act as a gatekeeper when necessary
• Problem Solving: Proactively identify and resolve potential issues and challenges.
• Maintaining Confidentiality: Handle sensitive information with the highest degree of confidentiality and discretion.
• Performs additional duties as assigned by manager
• Provide support to other executives
• order lunches and help plan company events.

Requirements:

• High school diploma or GED required.
• A minimum of at least 3 years prior administrative experience required.
• Proven experience as an admin assistant and receptionist
• Exceptional organizational skills and meticulous attention to detail.
• Excellent communication and interpersonal skills, both written and verbal.
• Strong problem-solving and decision-making abilities.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Experience with travel booking and management tools.
• Ability to work independently and manage multiple priorities simultaneously.
• High level of discretion, confidentiality, and professionalism.
• Ability to anticipate needs and proactively take action.
• Flexibility to adapt to changing priorities and schedules.
• Proactive and resourceful
• Highly organized and detail-oriented
• Excellent communicator and interpersonal skills.

Pay: $70,000.00 - $90,000.00 per year

Benefits:

• 401(k)
• Dental insurance
• Health insurance
• Paid time off

Schedule:

• Full time - in office
• 8 hour shift
• Monday to Friday