Administrative assistant

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Are you an organized, detail-oriented administrative professional who enjoys creating structure, improving processes, and keeping an office running smoothly? This is a great opportunity to join a well-established global organization in a highly visible support role where your work will directly improve day-to-day operations, documentation, and office efficiency. This is a part-time position working 20 hours a week in Buffalo Grove.

What You’ll Do

• Manage daily office support needs, including supplies, mail, packages, and general administrative coordination.
• Partner with vendors, service providers, and building management to help maintain a professional and efficient office environment.
• Assist with travel coordination, including hotel reservations, transportation arrangements, and related logistics.
• Coordinate occasional administrative filings, document processing, and notarization support as needed.
• Support company vehicle administration, including registration renewals, title documentation, and related recordkeeping.
• Help coordinate occasional internal events, including venue details, catering, and onsite logistics.
• Create and update Standard Operating Procedures to make office processes easier to follow, repeat, and improve.
• Digitize and organize paper records to improve accessibility, reduce clutter, and support a more streamlined workflow.
• Reorganize shared files and documentation so information is easier to locate, maintain, and transfer across the team.

What Makes You a Strong Fit

• You are highly organized, proactive, and able to keep priorities moving without constant direction.
• You enjoy bringing order to messy or undefined processes and can turn information into clean systems, procedures, and digital records.
• You have strong attention to detail and understand how administrative accuracy supports the larger business.
• You are resourceful, curious, and comfortable figuring things out when there is not already a step-by-step playbook.

Qualifications

• Associate’s or Bachelor’s degree preferred.
• Comfortable supporting a professional, multicultural office environment.
• Bilingual English/Japanese skills strongly preferred.
• Proficiency with Microsoft 365, especially Excel, Outlook, and Word.
• Prior administrative, office coordinator, or office support experience preferred.
• Experience with document management, records organization, SOP creation, or working in a structured corporate environment is a plus.

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