Administrative Assistant Job at Carbery Group in Wauconda

The Administrative Assistant is responsible for front desk receptionist duties for the Wauconda Office as well as providing administrative support to the Customer Service team, VP of Operations and VP of Compliance. In addition to answering calls, addressing visitor questions and directing guests, this role will manage calendars, travel arrangements and other administrative duties for the CS team and the VP's it supports. This role requires organization and time management skills to be successful and will work independently while providing timely support to guests.

Job Responsibilities:

• Ensure a professional and organized front desk area, including conference rooms and waiting area
• Politely greet and address the needs of all guests over the phone or in-person, including, customers, vendors, and applicants
• Support security procedures such as issuing badges or visitor passes and all other visitor guidelines
• Order office supplies and heck in and reconcile supply orders to ensure everything is received and properly dispersed
• Sort and distribute incoming mail; monitor postage meter; prepare overnight mail and packages
• Draft and format/edit written communications on executive's behalf including e-mails, memos, presentations and reports
• Organize meetings including sending calendar invitations, reminders, and organizing catering when necessary
• Manage Outlook calendar for VP's, including making appointments and travel arrangements
• Track expenses and prepare monthly reports in Concur system
• Capture and record minutes during meetings
• Coordinate and schedule team meetings of the VP's and/or activities
• Draft customer facing letters and supplier form letters. Complete internal reports
• Support the Customer Service team as needed.

• High School Diploma/GED required.
• A minimum of five years in a corporate front office/receptionist and/or administrative assistant role.
• Proficient computer skills, including Microsoft Outlook and Excel.
• Keen attention to detail, ability to exercise initiative and work independently
• Demonstrated ability to exercise strong judgment skills and a high level of professionalism
• Must be organized, competent in key administrative skills, and possess the ability to multi-task and manage priorities.
• Microsoft Office experience including calendar management experience
• Outstanding organizational and time management skills
• Familiarity with office equipment and applications
• Excellent verbal and written communications skills
• High degree of discretion and confidentiality required