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A well‑established organization in the transportation sector is seeking a proactive Administrative Assistant to keep office operations running smoothly, manage ongoing projects, coordinate with vendors, and provide on‑demand support to the C‑suite. This role is perfect for someone who is organized, energetic, and confident stepping into a fast‑moving environment where priorities shift and hands‑on involvement is key.

What You Will Do

Office Administration

• Serve as the front‑desk presence, greeting visitors and managing incoming calls
• Oversee daily office needs including supplies, mail, logistics, and general coordination
• Keep the workspace running efficiently, especially while the team is in temporary space during renovations

Project & Vendor Coordination

• Be the central point of coordination who keeps office projects moving forward seamlessly
• Track timelines and tasks for ongoing office renovation activities
• Communicate with vendors, confirm schedules, coordinate deliveries, and escalate issues as needed
• Maintain Excel logs and project trackers at an intermediate level

Executive Support

• Provide support to CEO, CFO, CMO, CLO, and Chief of Safety when priorities arise
• Assist with planning for board meetings including meals, room reservations, hotel arrangements, and day‑of logistics

Communications Support

• Assist with newsletters, press releases, and formatting internal communications
• Adobe or publishing experience is helpful but not required

Who You Are

• Experienced in administrative or office support roles, ideally with exposure to executives
• Highly organized, detail‑driven, and able to keep multiple priorities moving
• A go‑getter who anticipates needs, jumps in quickly, and follows through
• Comfortable speaking with senior leaders, visitors, and external partners
• Excel‑savvy at an intermediate level
• Friendly and adaptable in a busy office environment

Schedule & Work Environment

• Fully onsite in Chicago
• Monday-Friday, roughly 8:00-4:30 or 7:30-4:00
• You will work closely with an experienced admin who will be onsite and available for support

Benefits: Beacon Hill offers a robust benefit package including, but not limited to, medical, dental, vision, and federal and state leave programs as required by applicable agency regulations to those that meet eligibility. Upon successfully being hired, details will be provided related to our benefit offerings.

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