Job Description
Office Assistant Location: Downtown Chicago, IL
Duration: Long-term Contract
We are seeking an
Office Assistant for a
long-term contract opportunity with one of our clients located in
Downtown Chicago . This role is responsible for providing administrative and operational support to ensure the smooth day-to-day functioning of the office. The ideal candidate is highly organized, detail-oriented, and comfortable managing multiple priorities in a fast-paced professional environment.
Position Overview The Office Assistant supports office leadership, project teams, and staff by coordinating administrative services, managing office operations, and assisting with meetings, events, and facilities-related activities. This role plays a key part in maintaining organizational efficiency and delivering a professional office experience for employees and visitors.
Key Responsibilities - Provide high-level administrative support to the Office Manager, including calendar management, scheduling, appointment coordination, and managing a high volume of meetings and events.
- Support leadership and office staff with daily administrative and operational tasks.
- Assist Project Managers with proposal development and project-related activities, including issuing purchase orders, maintaining project schedules, and tracking budgets and financial information.
- Maintain the office reception area; greet guests and direct visitors and callers appropriately.
- Plan, coordinate, and facilitate on-site and off-site meetings, including client meetings, trainings, and internal events.
- Coordinate office events and activities, including catering, conference room management, and event setup and teardown.
- Assist leadership with meeting coordination, conference calls, expense reports, and related logistics.
- Coordinate travel arrangements and prepare detailed travel itineraries.
- Prepare professional correspondence, meeting agendas, and meeting minutes.
- Gather, compile, verify, proofread, and analyze information to prepare memos, reports, presentations, and other documents.
- Assemble and analyze business and financial information using Excel and PowerBI.
- Maintain seating layouts and organizational charts using Visio.
- Monitor and process office expenditures and accounts payable invoices to ensure adherence to budgets.
- Maintain overall office appearance, including common areas, furniture, equipment, and supply inventory.
- Administer office access security, including badging and key management.
- Support onboarding and offboarding activities in coordination with management and HR.
- Manage incoming and outgoing office correspondence and packages.
- Coordinate office maintenance needs with building management.
- Perform additional duties as assigned and comply with company policies and standards.
Required Qualifications - High School Diploma or GED required.
- Minimum of 1 year of office or clerical experience.
- Advanced proficiency in Microsoft Word, Excel, and PowerPoint.
- Strong organizational skills with exceptional attention to detail.
- Ability to work independently while demonstrating accuracy, reliability, and sound problem-solving skills.
- Excellent verbal and written communication skills.
- Proven ability to manage multiple priorities and meet deadlines.
- Professional communication skills with all organizational levels and external partners.
- Ability to maintain discretion and confidentiality.
- Strong prioritization and time management skills.
- Dependable, punctual, and collaborative team player.
Aspen Technical Staffing CELEBRATING 25 YEARS ~2001-2026~ We are an Equal Opportunity Employer. All qualified applicants will receive consideration without regard to race, color, religion, sex, gender identity or expression, national origin, disability, veteran status, or any other protected characteristic under the law. Assistance with the application process is available upon request.
Job Tags
Long term contract, Work at office