Manager's assistant/administrative assistant jobs in Springfield, IL

Responsible for managing the full administrative and compliance process for municipal permitting, contractor licensing, and project documentation. This role ensures that all jobs are properly approved, tracked, and completed in accordance with local regulations and company standards while supporting communication across departments including sales, project management, and insurance. Experience 1-3 years of experience in an administrative, clerical, or office support role Experience with scheduling, recordkeeping, and data entry is often required Skills and Abilities Strong written and verbal communication skills Excellent organizational and time management abilities Proficiency with office software (e.g., Microsoft Office Suite or Google Workspace) Ability to handle confidential information with discretion Attention to detail and accuracy Problem-solving and multitasking skills Customer service orientation Responsibilities: Permitting & Licensing Management Work directly with municipalities to obtain contractor licenses and necessary permits for each project. Compile, complete, and submit all required documentation including bonds, certificates of insurance (COIs), signed contracts or purchase orders, scopes of work, and plats of survey. Ensure all projects are reviewed and approved by the appropriate municipal authorities before work begins. Track and update permit status daily, identifying outstanding applications and following up as needed. Dispatch & Project Coordination Prepare and distribute daily dispatch schedules outlining job locations, tasks, and assigned project managers. Maintain organized records linking each job number with its corresponding documents, communications, and approvals. Manage job closeouts by scheduling and overseeing final inspections with municipalities, ensuring all work meets local requirements and company standards. Insurance & Vendor Documentation Coordinate with the insurance team to issue and manage COIs for all vendors, subcontractors, and clients. Verify accuracy and compliance of insurance documentation prior to approval for work. Maintain up-to-date vendor records including W-9 forms, insurance certificates, and contact details within the CRM system. CRM & Administrative Management Utilize the company CRM system (Procru) to upload project documentation, input job costs, and track billing-related information. Update CRM data for customers, vendors, and job sites in coordination with the sales team. Generate and review reports to monitor project progress, permit status, and document compliance. Cross-Departmental Communication Act as a liaison between municipalities, sales teams, project managers, and vendors. Keep sales informed of permit progress, inspection results, and project readiness. Ensure all relevant documents are accurate, current, and accessible to internal teams. Heartland Paving Partners is an organization committed to diversity and inclusion to drive our business results and create a better future every day for our diverse employees and communities. We believe a diverse workforce allows us to match our growth ambitions and drive inclusion across the business. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, age, national origin, protected veteran status, or any other characteristic protected by local, state, or federal law and will not be discriminated against on the basis of disability.

Job Description Management Contract Support Specialist (Supervisory Role) Remote (with limited travel to VA sites as required) Serve as the senior leader overseeing a team of acquisition professionals supporting VA contracting offices. Responsibilities · Oversee day-to-day operations and performance of contract support teams. · Manage hiring, onboarding, evaluations, and offboarding. · Serve as primary liaison with VA CORs and Contracting Officers. · Ensure quality assurance, compliance with FAR/VAAR, and timely task execution. · Provide leadership and training to acquisition staff. · Conduct complex contract reviews, policy interpretation, and process improvement. · Ensure contractor performance meets all PWS and task order metrics. Minimum Qualifications · Bachelor's degree or 24 semester hours in any combination of the following fields: accounting, business, finance, law, contracts, purchasing, economics, industrial management, marketing, quantitative methods, and organization and management. · Minimum of five (5) years in federal acquisition support and three (3) years managing procurement teams. · FAC-C or DAWIA Level III certification preferred. · Strong leadership, analytical, and communication skills. · Favorable background investigation and PIV issuance · U.S. Citizen

Job Description: Executive Assistant to the General Counsel Department: Legal Reports To: General Counsel The Executive Assistant to the General Counsel at the Chicago Center for Sports Medicine and Orthopedic Surgery plays a vital role in supporting the General Counsel in managing legal affairs, healthcare compliance, and administrative tasks. This position involves dynamic responsibilities in coordinating events, managing schedules, and ensuring seamless communication within the legal and compliance functions. Essential Tasks and Activities: Administrative Support: Provide high-level administrative assistance to the General Counsel, including managing calendars, scheduling meetings, and handling correspondence. Communication Management: Act as a central point of contact for the General Counsel, managing phone calls, responding to emails, and ensuring effective communication internally and externally. Event Coordination: Coordinate legal and compliance-related events, ensuring smooth execution and timely communication to relevant stakeholders. Travel Arrangements: Make travel arrangements for the General Counsel, including booking flights, accommodations, and other logistical details. Meeting Support: Assist in scheduling, preparing materials, and taking accurate notes and minutes during legal and compliance-related meetings. Business Errands: Run various business errands on behalf of the General Counsel, ensuring efficient handling of external tasks. Rent Collection: Manage rent collection processes, ensuring timely and accurate handling of financial transactions related to the legal and compliance department. Data Management: Manage spreadsheets, organize data, and create organizational systems to enhance efficiency within the legal and compliance functions. Collaboration: Work closely with the Practice Administrator and other department heads to ensure seamless collaboration and communication across the organization. Competencies: Organizational Skills: Exceptional organizational abilities to manage calendars, events, and administrative tasks effectively. Communication: Strong written and verbal communication skills to interact with internal and external stakeholders. Time Management: Ability to prioritize and manage time efficiently in a fast-paced environment. Adaptability: Flexibility and adaptability to handle dynamic responsibilities and changing priorities. Work Environment/Physical Demands: Primarily office-based with occasional requirements for external tasks and errands. Required Education & Experience: Bachelor's degree preferred. Proven experience as an executive or personal assistant, preferably in a legal or healthcare compliance setting. Preferred Qualifications: Familiarity with healthcare compliance processes and legal affairs. This role presents an exciting opportunity for an energetic and organized professional to contribute to the legal and compliance functions within a dynamic healthcare environment. The Executive Assistant will play a key role in supporting the General Counsel and enhancing the overall efficiency of legal and compliance operations.

Support Personnel/Administrative Assistant Date Available: 1/7/2025 Terms of Employment: Work Year: 10 months / 200 days (7/24/25 - 6/8/26) Hours Per Day: 8 Hrs. (7:30a - 4:00p) Salary Placement: ESP Administrative Assistant - Type 1 (hourly pay range based on experience: $18.75 - $19.75) Participates in the Illinois Municipal Retirement Fund (IMRF) pension fund (reciprocal pension with TRS) Eligible for paid holidays, time off benefits, and medical/dental insurance benefits Oral and written fluency in English and Spanish preferred Additional Information: Pay scale and benefit information may be accessed on the Human Resource webpage (**************************************** See attached job description for additional information. Attachment(s): Administrative Assistant_ Assistant Office Manager .docx.pdf

About Us: CDO Group is a leading construction management firm dedicated to delivering high-quality projects on time and within budget. We take pride in our innovative approach and commitment to excellence. For more information, visit cdogroup.com. Job Title: Executive / Personal Assistant to the CEO Location: Oak Park, IL (In-House) Company: CDO Group Reports To: Chief Executive Officer (CEO) Employment Type: Full-Time, On-Site Salary Range: $50,000 - $70,000 annually (commensurate with experience) Position Overview: We are seeking a highly organized, proactive, and resourceful Executive / Personal Assistant to support the CEO of CDO Group. This in-house role requires a high level of discretion, professionalism, and the ability to manage a wide range of administrative and personal tasks in a fast-paced environment. Key Responsibilities Executive Support: Manage and maintain the CEO's calendar, including scheduling meetings, appointments, and travel. Prepare and organize materials for meetings, presentations, and reports. Act as a liaison between the CEO and internal/external stakeholders. Handle confidential information with integrity and discretion. Track and follow up on key action items and deadlines. Assist with email management and correspondence. Personal Assistance: Coordinate personal appointments, travel, and errands as needed. Manage household or personal projects and vendors. Support event planning for both professional and personal engagements. Operational Support: Assist with special projects and initiatives led by the CEO. Conduct research and compile data to support decision-making. Help streamline processes and improve organizational efficiency. Qualifications: Proven experience as an executive or personal assistant, preferably supporting C-level executives. Exceptional organizational and time-management skills. Strong written and verbal communication abilities. Tech-savvy with proficiency in Microsoft Office Suite, Google Workspace, and scheduling tools. Ability to work independently and handle multiple priorities. High level of discretion and professionalism. Preferred Qualifications: Experience in the construction or real estate industry. Bachelor's degree in Business Administration or related field. Familiarity with project management tools (e.g., Asana, Trello, Monday.com). Why Join Us? Be part of a dynamic and growing company with a strong mission. Work closely with visionary leadership. Competitive compensation and benefits. Opportunities for growth and development. If you thrive in a role that demands excellence, precision, and creativity, we want to hear from you!

SEIU Healthcare IL IN MO KS is a dynamic, action-oriented union representing over 100,000 healthcare and childcare workers throughout Illinois, Indiana, Missouri, and Kansas. We believe in a society defined by freedom and justice, where we can all have quality education, health care, and jobs, and where we all can live a full and plentiful life of our choosing. SEIU HCIIMK's mission is to organize together to build power and demand and win social and economic justice for our communities. Location: Chicago/Hybrid Remote Schedule Purpose: The Executive Assistant & Project Coordinator will provide professional support to the Chief of Staff (COS), cross-union functional Directors, and the union-wide Program Team. This position reports directly to the Chief of Staff. This confidential, non-bargaining unit position serves as a key executor of organizational processes and systems, communications, and collaboration to advance the union's core strategies and goals, including organizing, member strength, and advancing care for all and raising industry standards for workers across our industries. Duties and Responsibilities: Strategic Planning, Campaigns, Program: Support the COS, cross-union functional Directors, and the union-wide Program Team on strategic planning and organizational change initiatives that are cross-union or within the purview of a cross-union functional Director. Lead support to the COS and cross-program functional Directors to create and manage systems to track union wide progress of goals and to implement project management systems across our campaigns and programs. As directed by the COS, project manages union-wide programs and initiatives. Administrative: Manages the Executive's schedule, meeting preparations, follow-up tasks, and assistance with complex people coordination. Manages the cross-union systems across the Chief of Staff's portfolio, including staff time off, staff development plans, staff assessments, new staff onboarding, etc., including supporting other cross-union functional Directors on these systems. Planning and assisting in meeting facilitation through formation of agendas and other logistics. Coordinating resources and tools to ensure the success of meetings. Managing memos, meeting minutes, and correspondence. Managing the system for tracking organizer/staff development training opportunities and participation. Managing logistics for staff deployed externally for campaigns. Support the administrative processes for Member Intern/Lost Timer requests. Work with directors to set up systems for financial tracking and reporting, creating and executing contracts, and staff and member travel deployments, coordinating with the operations team on ordering supplies and other logistical needs. Manages COS expenses, tracking and reporting, and reviews budgets. Other duties as assigned. Other Expectations: All union staff are expected to respect the processes of the organization and to work within the framework of the organization to resolve internal disputes and issues. Working Conditions: The Executive Assistant may be required to work long and irregular hours, and to work on weekends and holidays when necessary. Key Qualification Criteria: The ideal candidate will have at least five (5) years of experience in administrative and program support functions. Successful candidates shall possess relevant experience through their previous work in economic, social or racial justice organizations or campaigns. Experience with the systems and structures that provide a foundation for successful programs, campaigns, cross-people, and cross-team coordination. Basic understanding of the principles of organizing and a strong commitment to economic, social, and racial justice. Ability to work in a multicultural and diverse work environment. Strong writing and proofreading ability. Intermediate to advance knowledge with Microsoft Office Suite (Word, Excel, and PowerPoint) and project management software such as Microsoft Project, Trello, or similar. Ability to set up video conferencing meetings & associated tools within platforms, such as Zoom & Microsoft Teams. Effective writing skills include the ability to synthesize information into clear, concise messages both for analytical reports and executive summaries. Exceptional verbal communication includes the ability to relate well with others and ability to adapt style as needed to all levels of the organization. Ability to learn and adapt to new and ongoing changes in technology. Knowledge of budget management, creating workplans, and tracking projects. Efficiently plan and manage meetings or conference budget and resources. Good and ethical judgment. Willingness to take initiative and to work with a team. Ability to work independently and balance conflicting demands successfully. Can maintain working relationships with other staff and members and have experience collaborating with others. Preferred Qualifications - Candidates with one or more of the following are preferred: Bilingual English/Spanish is a plus but not required. Applicants of color are encouraged to apply. Salary and Benefits: Salary: $87,966.12 - $90,411.21/ Annually Benefits & Additional Compensation: Full-time employees are eligible for a comprehensive benefits package that includes: Health (Medical), Dental, and Vision Insurance; Dependent Care and Commuter/Transit Flexible Spending Accounts; a Health Reimbursement Account; Basic and Voluntary Life Insurance; Short-Term and Long-Term Disability Insurance; Paid Parental Leave; Ancillary Benefits such as Accident, Critical Illness, and Hospital Indemnity coverage; Employee Assistance Program (EAP); Pension Plan eligibility once vested; 401(k) Retirement Plan; Paid Holidays; and Paid Time Off. Most benefits are available to full-time employees on the first of the month following the hire date.

Strategic Executive Coordinator - Be the CEO's Ultimate Ally at Lily and Fox! Be the right hand to a CEO building a world-class brand, business, and life. Are you a high-energy, ultra-organized superstar ready to make a massive impact? Do you thrive on turning chaos into clarity and executing with precision? At Lily and Fox, we're on a mission to make beauty more affordable and we need a Strategic Executive Coordinator to partner with our visionary CEO, Sean Barry, to make it happen! This isn't your average assistant gig. You're the CEO's right-hand, a trusted confidant, and a master orchestrator who owns both professional and personal priorities with finesse. From shielding Sean's time to driving hiring strategies and streamlining family logistics, you'll be the force that keeps everything running smoother, faster, and smarter. If you're assertive, polished, and obsessed with getting things done, this is your chance to shine! Why This Role Rocks Be the CEO's Secret Weapon: Protect Sean's focus, amplify his impact, and make him look like a rockstar in every area of life. Own High-Stakes Execution: Lead hiring workflows, manage complex calendars, and coordinate across business and family with ease. Create Calm in the Storm: Bring order to chaos with systems, SOPs, and a proactive mindset that anticipates needs before they arise. Make a Real Difference: Help Lily and Fox inspire customers while supporting Sean's vision to scale the business and live his best life. What You'll Do - Big Rocks - The Game-Changers Master the Inbox & Calendar: Triage CEO's emails and schedule with ninja-like precision, ensuring only the critical gets through. Lead Hiring Like a Pro: Own the hiring process, post roles, screen candidates, coordinate interviews, and prep Sean only when needed. Plan Like a Strategist: Build weekly systems for business and personal priorities, keeping everything on track. Own Supplier Communication: Triage and respond to Supplier communications with lightning speed Run Family Logistics: Coordinate with CEO's partner on family events, social events, and more, making life seamless. Streamline Decisions: Create systems for task delegation, decision triage, and flawless information flow. 80% Daily Wins - Keep the Machine Humming Protect CEO Focus: Filter emails, batch requests, and block deep work time to keep CEO in the zone. Nail Scheduling & Travel: Book meetings, flights, and family plans with zero errors, plus research epic dinner spots or gifts. Drive Team Coordination: Delegate tasks, follow up on deliverables, prepare agendas, and keep the team aligned without the CEO lifting a finger. Support Family: Manage family logistics, social events, schedules, and special events Build Systems That Scale: Create dashboards, SOPs, and checklists for business rhythms, family routines, and admin tasks. Handle Personal Admin: Track subscriptions, organize receipts, and liaise with accountants to keep CEO's personal life frictionless. Boost Relationships: Send thoughtful gifts, manage contacts, and prepare background summaries for max impact. As-Needed Projects Jump into special projects, from cross-department coordination to ad-hoc leadership requests, with enthusiasm and skill. 🧠 You'll Thrive Here If You… Think like an operator but serve like a concierge Take ownership, not orders Love bringing structure to chaos Can switch from booking a dinner reservation to scheduling interviews in the same hour Have an eye for detail and a bias for action Value thoughtfulness, discretion, and initiative Take pride in making others look good This is not a work-from-home position. Good luck to everyone who applies! Equal Employment Opportunity: Lily and Fox is committed to providing equal employment opportunities in all employment practices. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, citizenship status, marital status, age, disability, genetic information, protected veteran status, gender identity or expression, sexual orientation, or any other characteristic protected by law. This job specification should not be construed to imply that these requirements are the exclusive standards of the position. This is not to be considered a complete list of job duties, which appear in the for this position, and which may be amended from time to time at the discretion of Lily and Fox. Incumbents will follow any other instructions and perform any other related duties as may be required by their manager. Please note, this job description is not a contract of employment and may be modified to meet evolving business needs. Employment at Lily and Fox is at-will, meaning that either the employee or the company may terminate the employment relationship at any time, with or without cause or notice. Type: Full-time, on-site Salary: $60,000-$100,000

Administrative Associate, School of Dentistry Office of Alumni and Development Purpose: Administrative Associate, School of Dentistry Office of Alumni and Development will serve as administrative liaison for the School of Dentistry. Organizational Relationship: The Office of Alumni Relations in the UMKC Division of Advancement and the UMKC Foundation will be the hiring office for this position. Alumni Relations supports involvement and engagement of alumni across the university through events, philanthropy, mentorship of students, activities and by serving as a voice for more than 139,000 alumni who graduated from or attended UMKC. Alumni Relations works in conjunction with the Alumni Association to support, strengthen and unite our robust community of UMKC alumni. Essential Duties: * Administrative Oversite - * Point of first contact for the School of Dentistry Office of Alumni and Development * Spearhead Social Media Presence * Order supplies, prepare meeting materials, schedule rooms, and submit maintenance requests * Assist with all Alumni and Development activities and events including but not limited to mailings, stewardship, email communications, magazines, donor visits prep, event coordination and event staffing * Maintain alumni data within CRM system, Ellucian Advance * Ad hoc administrative duties, as needed * Midwest Dental Conference (MDC) - * Work with the Conference Director and Program Committee to identify speakers and programming. Manage all aspects of MDC speaker contracting, speaker needs, room reservations, AV requests, stewardship and speaker hosts * Contribute to marketing materials of speakers * Assist with MDC attendee registration * Work with the Conference Director to develop prospectuses for exhibitors, manage exhibitor registration, receipts, confirmation, manage exhibitor equipment needs, and stewardship of participating exhibitors * Help facilitate mailing for all reunions and assist with class reunion representatives * In collaboration with School of Dentistry Continuing Education personnel, assist with maintaining compliance with ADA CERP and AGD PACE certifications as it pertains to the Midwest Dental Conference * Maintain attendee records for reports and audits and attendee verification, management of course codes, evaluations and stewardship. Environmental Demands This position does not require unusual physical ability. Little physical exertion is involved, although considerable pressures exist; the ability to handle tension and stress in a positive manner is required. No risks or discomforts are imposed upon this position by the physical surroundings or job situation. Occasional travel, frequent evening and weekend work are required. A valid driver's license is required. Salary Hiring Range: Up to $22.00 per hour, Commensurate with education, experience, and internal equity. Required Education and Experience: A bachelor's degree and a minimum of two years of applicable experience. Must demonstrate a desire to set own priorities in accordance with the team needs and deliver on complex project deliverables and deadlines. Preferred Qualifications: * A minimum of 3 years of experience. * Excellent computer skills, including proficiency with Microsoft Office Suite is preferred with emphasis on Excel and Word with the ability to apply knowledge. * Previous experience with event planning, project management and/or continuing education preferred. * Previous experience using social media platforms with experience in social media marketing preferred. Work Status: Full Time, benefit eligible staff position with UMKC Foundation. In office, 8:00am -5:00 pm Monday - Friday. Nights and weekends are required; advance notice will be provided. Flexible schedules and limited telework arrangements may be available with manager's approval. UMKC: The University of Missouri Kansas City is located in the heart of Kansas City, one mile from the famed KC Plaza District. Kansas City is home to the Kauffman Center for Performing Arts, KC Chiefs, KC Royals, Sporting KC, and is home to world renowned BBQ. Rich in diversity, culture, and sports, UMKC is a traditional university with a host of professional schools located in a robust urban setting. About the UMKC Foundation: The UMKC Foundation is a separate but affiliated enterprise that is devoted to raising funds for the University of Missouri-Kansas City, and for exercising fiduciary responsibility over endowments and other philanthropic investments made to UMKC. If interested, please use link below to apply. Application Materials To be considered for the position, you must provide your resume/CV with appropriate attachments directly to UMKC Foundation at the link below: Apply Now The Foundation is a separate organization outside of the university. Do not apply to the posting available on the university careers page. All application materials must be submitted directly to the Foundation to be fully considered. Other Information If you are interested in helping grow the culture of philanthropy that supports UMKC, please send your cover letter and resume, submissions and/or inquiries to: **************************. The UMKC Foundation is a separate but affiliated enterprise devoted to raising funds for the university and for exercising fiduciary responsibility over endowments and other philanthropic investments made to UMKC. To learn more about UMKC Foundation, visit umkcfoundation.org. The UMKC Foundation is an equal opportunity employer. To request ADA accommodations, please call the Office of Equity & Title IX at ************. Apply for Job * Explore Jobs * Sign In * New User

Job Description About the Role Are you looking for more than just a job - a place where your contributions make a real impact, and your success is shared with your team? At Cogent, Inc. an employee-owned company, we're proud to offer exactly that. We are seeking a highly organized and adaptable Service Manager Administrative Assistant to provide comprehensive administrative support to our Service Manager and the broader service team. Our organization serves both industrial and municipal clients, specializing in sales, service, and fabrication of pumps, rotating equipment, control systems, and custom assemblies. We deliver both in-house and field services. Key Responsibilities: Customer & Project Support: Assist with preparation, service scheduling, tracking, and filing of service work orders, repair quotes, service reports, and customer documentation Support scheduling and dispatching field technicians and shop resources for service projects Communicate with customers regarding service scheduling, documentation, and follow-up Help track project progress, service metrics, and warranty claims Coordinate procurement and logistics for service materials, parts, and supplies Maintain organized digital and physical records for all service-related activities Internal & Facilities Support: Support and assist with weekly technician timesheets and expense reports Support facilities maintenance tracking and coordination with internal stakeholders and vendors Help organize and maintain shared workspaces, inventory areas, and administrative supplies Assist with internal reporting, tracking job costing, and supporting safety compliance records Prepare internal communications, meeting agendas, and other documentation as needed Skills & Qualifications Required: High school diploma or equivalent required; Associate degree or vocational/technical background a plus 2+ years administrative experience in a service, technical, or industrial environment Familiarity with work order or service management systems Proficiency with Microsoft Office (Word, Excel, Outlook); strong spreadsheet skills a plus Excellent organizational, communication, and multitasking abilities Ability to work independently while coordinating across departments Comfortable working in both office and industrial shop settings Preferred: Experience supporting teams working with pumps, motors, controls, or mechanical systems Knowledge of job costing or basic accounting principles Familiarity with industrial/MRO vendors and parts ordering processes Exposure to municipal bidding, invoicing, or service documentation requirements Why Work With Us? At Cogent, you're not just an employee-you're an owner. Our people make the difference; our shared values define us as a team and bring our vision to life. Together, our team of employee-owners is committed to helping build healthy and prosperous communities through creatively engineered solutions for our customers. We are a growing Midwest company that provides fluid processing solutions serving the local Industrial, Municipal, Commercial Building Trades, Oil and Gas markets through our family of trusted brands. We Offer Employee Ownership (ESOP) 401(k) with Company Match Profit Sharing Medical, Dental, Vision & Life Insurance Generous PTO, Paid Holidays & Volunteer Time Off Career Development & Advancement Opportunities A Culture That Values Innovation, Collaboration, and Respect Make Your Mark with Cogent This is more than just an Administrative role-It's a chance to work in a company where your efforts are recognized, your voice is valued, and your professional growth is supported. As an employee-owner, you'll be part of a collaborative team that celebrates innovation, accountability, and shared success. Apply today and help us build something exceptional-together!

Job Description The City of Kirkwood is seeking an organized and dependable Administrative Associate to support our Water Division within the Public Services Department. This position plays a vital role in ensuring smooth daily operations - serving as the main point of contact for residents, contractors, and staff while managing a variety of administrative and technical tasks. If you're someone who thrives in a fast-paced environment, enjoys helping others, and takes pride in keeping things running efficiently, we'd love to have you on our team. Key Responsibilities Serve as the primary point of contact for the Water Division by answering calls, greeting visitors, and assisting with inquiries about water services and repairs. Coordinate customer service requests, document complaints, and work with field staff to ensure timely resolutions. Prepare and process hydrant use permits, billing adjustments, invoices, and related documentation. Maintain and update electronic and paper records using Microsoft Office, Laserfiche, and NaviLine systems. Generate reports and correspondence related to water consumption, quality, and compliance. Support internal operations by scheduling training, organizing travel arrangements, and processing procurement card reconciliations. Create service maps, notifications, and outage communications using AutoCAD and other mapping tools. Provide administrative support to supervisors and assist with department projects as needed. Qualifications ✅ Education & Experience High school diploma or equivalent required. Additional administrative or office management training preferred. Minimum of three (3) years of experience in administrative support or office coordination. ✅ Knowledge & Skills Strong proficiency in Microsoft Office Suite (Word, Excel, Outlook). Familiarity with AutoCAD and/or ArcGIS is a plus. Excellent organizational skills with strong attention to detail and accuracy. Professional communication skills with the ability to handle challenging customer interactions tactfully. Self-motivated, adaptable, and able to work independently in a fast-paced environment. Ability to maintain confidentiality and manage multiple priorities effectively. Why Join the City of Kirkwood Play a key role in supporting essential city services that directly impact the community. Work alongside a dedicated and collaborative team of public service professionals. Enjoy competitive pay, comprehensive benefits, and opportunities for growth. Contribute to a city known for its strong sense of community and public service excellence. How to Apply Apply online at ************************************** Applications will be accepted until November 7th, 2025 or until the position is filled. The City of Kirkwood, Missouri is an Equal Opportunity Employer. We value diversity and inclusion and encourage all qualified individuals to apply.

Exec VP & VP Academic Affairs , are not eligible for the employee referral program. . Provide confidential operational and executive-level management support for the duties and responsibilities administered by the Office of the Executive Vice President & Vice President for Academic Affairs (OEVP/VPAA), including management of the schedule and obligations of the Executive Vice President & Vice President for Academic Affairs (EVP/VPAA), who acts on the behalf of the President as requested, and of the reporting administrators within OEVP/VPAA. Manage OEVP/VPAA operational activities and projects. Perform administrative functions related to a variety of managerial activities to achieve success with established University and OEVP/VPAA objectives and goals. Position supervises one to two clerical employees. This position is in person at our Urbana Champaign campus daily. Duties and Responsibilities 1. Administer and manage a variety of administrative and managerial functions, which requires comprehensive knowledge about OEVP/ VPAA program activities, and includes providing and interpreting applicable University and departmental policies and procedures. Deliver and/or draft authoritative responses that represent appropriate positions of the EVP/VPAA and OVPAA officers, and that may commit a course of action to effectively address and/or resolve matters related to OEVP/VPAA operations and services. 2. Establish, manage and oversee processing of memoranda, reports, and correspondence received and/or produced by OEVP/VPAA, including those containing sensitive and confidential information, which requires comprehensive knowledge about program activities and the ability to provide and/or interpret applicable University and departmental policies and procedures to facilitate administrative responses in a timely manner. Account for the security, accuracy, and accessibility of all electronic and paper files, including business correspondence, financial information, personnel information, inventory records and other documentation. Write, review, edit, and/or revise documents prepared by other staff members and draft documents for the EVP/VPAA. 3. Provide confidential executive-level support to the EVP/VPAA and OEVP/VPAA administrators, including planning, coordinating and prioritizing schedule/appointments, meetings, and travel. Effectively work as primary liaison with units both internal and external to the university in achieving high quality working collaborations and assistance from OEVP/VPAA, answering inquiries and providing assistance and clarifications, including the three universities, the Office of the President, Board of Trustees, University Counsel, and state and federal government agencies (IBHE budget meetings, Illinois Legislative Appropriations hearings), Illinois Public Universities, External Relations State Tours. Coordinate and plan special events, including town hall meetings, high-level military and dignitaries' visits. 4. Liaison with system executive offices on day-to-day tasks. Assist president's office as needed. Assist with executive programs, projects and activities in conjunction with the President's Office, including the President's Executive Leadership Program, and other academic initiatives, chancellor investitures, Fireside Chats, Salute to Academic Achievement, Shin Humanitarian Award, University Scholars, OpEd Public Voices. 5. Assist with coordination of fiscal activities of OEVP/VPAA including: working closely with the AVPAA and the Coordinator of Fiscal Planning and Budgeting in managing OEVP/VPAA funds and 4 OEVP/VPAA accounts; handling OEVP/VPAA fund expenditures; consulting with other OEVP/VPAA units, CFO Office, and other University units regarding business/financial activities; reviewing and authorizing account usage for expenditures; facilitating and approving expense reports, requisitions, and other business transactions; and initiating follow up as needed. Manage OEVP/VPAA orgs 709000 and 276000 in FABWEB inventory system. Coordinate, authorize, and monitor requests for services and/or office equipment and supplies managed by UIUC Office of Facilities and Services, including: printing services, car pool, online maintenance orders, office equipment and supplies, and other requests. Serve as telecom unit coordinator for EVP/VPAA and monitor statement charges and accounts. 6. Manage and perform other assigned duties appropriate for a Business Administrative Assistant classification, such as coordinating assistance for the Chicago system offices as needed. Assist in maintaining EVPAA website for consistency, news, updates, etc. 7. Manage and coordinate all support activities of OEVP/VPAA with full accountability for results. Participate in the development/implementation of policies and procedures related to OEVP/VPAA operations to promote consistency and uniformity among administrative officials/staff, and to ensure management services and related functions are conducted in compliance with University and departmental guidelines and regulations. Coordinate and administer specific assignments provided by the EVP/VPAA or OEVP/VPAA administrators. Monitor priorities and deadlines of those assignments. 8. Review BOT items for each BOT meeting to ensure appointment items are accurate and coordinate review by the EVP/VPAA and president. Ensure that EVP/VPAA has all materials for BOT meetings. Provide a brief summary outlining the appointment for high-level candidates from the three universities. Liaison between the BOT, president's office, and the three universities for questions on high-level appointment process, approval, and announcements. 9. Provide support for the following OEVP/VPAA units as needed: Enterprise Risk Management; Chief Digital Risk Officer; Executive Director of Labor Relations and Chief Data and Analytics Officer. Partner with other OEVP/VPAA administrative officials/staff to achieve public relations/customer service objectives and goals, and respond to public information inquiries received from a variety of internal/external persons that comprise the following constituencies: members of the Board of Trustees; Illinois Board of Higher Education (IBHE) officials/staff; state/federal legislators; higher education administration from the State of Illinois and nationally; news media outlets; executive officials at all campus locations; University faculty, students, and staff; FOIA requests, and referrals made by the President's Office. Responsible for analyzing inquiries to ensure they are directed to the appropriate person for a timely and accurate response. 10. Manage the electronic calendar for the Executive Vice President & Vice President of Academic Affairs and exercise initiative, discretion and independent judgment in prioritizing scheduling conflicts and addressing urgent matters. Responsible for reviewing EVP/VPAAs schedule to meet deadlines and to gather and provide appropriate materials for meetings, appointments, travel, reports and special projects. Assist in managing and coordinating organizational activities of principal and unit and associated responsibilities and deadlines, expediting actions for update and successful completion. 11. Serve as confidential assistant to the EVP/VPAA and OEVP/VPAA officers in handling sensitive and confidential issues, and in reviewing and developing responses to general inquiries, complaints, requests for specific assistance, and/or urgent matters requiring immediate attention. 12. Manage OEVP/VPAA programs/special projects through completion including: coordinating OEVP/VPAA recurring programs including the sabbatical review process and committee; University Statutes, preparing agenda and materials for distribution to appropriate administrative officials/staff that contain sensitive and confidential information; monitoring progress of established timelines to ensure deadlines are met; ensuring projects and related functions are administered in alignment with high expectations for accuracy and professionalism; and initiating follow up as needed to ensure overall program/project objectives and goals are met. 13. Day to day supervision of clerical employees and responsible for coordination of schedule of office, principals calendar and travel, and all scheduling and meeting support. Minimum Qualifications Required: 1. Bachelor's degree in business administration, management, or a field related to the position. 2. Two (2) years of professional business, financial, and/or managerial work experience. (NOTE: A Master's Degree in an area consistent with the duties of the position may be substituted for one (1) year (12 months) of work experience.) 3. Based on position requirements, additional education, training, and/or work experience in an area of specialization inherent to the position may be required. Preferred Qualifications 1. An additional four(4) years of related experience. 2. Extensive knowledge and understanding about the administrative roles of the AVPAA and the VPAA to appropriately represent department administrative positions and managerial philosophies, and to effectively direct and administer all assigned duties and responsibilities. Knowledge, Skills and Abilities * Comprehensive knowledge about the organization of University Administration and university administrators to facilitate operations and services related to assigned duties and responsibilities, and about overall University operations/services/resources. * Comprehensive knowledge about operations and services administered by OVPAA to ensure programs and other departmental activities are directed and managed in compliance with university policies and procedures, and align with its high expectations for discretion, integrity, and professionalism. * Knowledge about policies and guidelines set forth in the following publications/resources: General Rules Concerning University Organization and Procedures; University of Illinois Statues; State of Illinois Statutes; UI Board of Trustees Bylaws; Business and Financial Policies and Procedures Manual; Travel Regulation Council Policies; Campus Administrative Manual; UIUC Employee Handbook; Policy and Rules for Civil Service Staff; Civil Service Statute and Rules; University Policy on Conflicts and Commitment of Interests; Labor and Employee Relations Office; AFSCME contract; and Handbook for Good Ethical Practice for Faculty and Staff at the University of Illinois. * Specialized computer skills including proficiency in the following programs/applications: Microsoft Office computer programs/applications, spreadsheets, and database software including Word, Excel, Access, PowerPoint, Outlook, and Internet Explorer. * Excellent keyboarding, grammar and proofreading skills, with strong emphases on accuracy and application of business and report writing techniques, to prepare correspondence and reports that have a professional presentation and reflect applicable formats. * Proficiency with office equipment including calculators, photocopiers, printers, digital scanners, and facsimile machines. * Strong interpersonal skills exemplified by tact, courtesy, and diplomacy that reflect positively on OVPAA in providing high quality services that align with University and unit work performance expectations. Ability to exercise good judgment and discretion in the performance of all assigned duties, and handling of highly confidential and sensitive information. * Ability to multi-task and prioritize work accordingly to meet stringent deadlines while handling numerous interruptions and appropriately responding to matters of urgency. * Self-motivation and initiative to develop new strategies and ideas to improve overall efficiency and effectiveness of office operations. Outstanding organizational skills to set up and maintain electronic and paper filing system. * Knowledge and respect of policies and procedures outlined for the University of Illinois and OVPAA. Appointment Information This is a 100% full-time Civil Service 5010 - Business/Administrative Associate position, appointed on a 12-month basis. The expected start date is as soon as possible after 2/23/2026. The budgeted salary range for the position is $80,000 to $105,000. Salary is competitive and commensurate with qualifications and experience, while also considering internal equity. For more information on Civil Service classifications, please visit the SUCSS web site at ************************************************************ Application Procedures & Deadline Information Applications must be received by 6:00 pm (Central Time) on January 12th. Apply for this position using the Apply Now button at the top or bottom of this posting. In order to be considered as a transfer candidate, you must apply for this position. Applications not submitted through ************************* will not be considered. If required by the position, transcripts or other documentation of credentials are to be provided no later than the first day of employment. For further information about this specific position, please contact Johanna Mayer at **********************. For questions regarding the application process, please contact ************. This position is intended to be eligible for benefits. This includes Health, Dental, Vision, Life Insurance, a Retirement Plan, Paid time Off, and Tuition waivers for employees and dependents. The University of Illinois System is an equal opportunity employer, including but not limited to disability and/or veteran status, and complies with all applicable state and federal employment mandates. Please visit Required Employment Notices and Posters to view our non-discrimination statement and find additional information about required background checks, sexual harassment/misconduct disclosures, and employment eligibility review through E-Verify. Applicants with disabilities are encouraged to apply and may request a reasonable accommodation under the Americans with Disabilities Act (2008) to complete the application and/or interview process. Accommodations may also be requested on the basis of pregnancy, childbirth, and related conditions, or religion. Requests may be submitted through the reasonable accommodations portal, or by contacting the Accessibility & Accommodations Division of the Office for Access and Equity at ************, or by emailing accessibility@illinois.edu. Requisition ID: 1034103 Job Category: Professional and Administrative Apply at: *************************

The Administrative Associate provides receptionist and clerical support to the City Clerk's office, performing a wide variety of tasks to assist with various processes and functions. The role offers a high level of customer service to customers, including aiding with completing forms, providing information, and assisting with navigating websites and software programs. Incumbents in this role will be responsible for processing various license applications for City business, as well as aiding in special projects as needed. The ideal candidate for this role will have a demonstrated history of excellent customer service, organization and time management skills. Prior experience working in municipal government is highly desired. Essential Job Duties * Provide respectful, professional, positive service in all interactions between co-workers, internal external customers, community members, and the public at large. * Maintain a positive and productive environment ensuring compliance with policies, procedures, goals and objectives of the City, Department and Division. * Serve as a receptionist for a department or division, assisting customers and directing calls to the proper department. * Assist customers with completing forms while answering questions and providing information or other services needed. * Create and maintain various forms, certificates, licenses, and other documents. * Maintain schedules for various department needs. * Assist customers in navigating various software programs or websites as required. * Provide instructions, manuals, maintenance, updates, and training for various software programs. * Participate in Records Management/Document Imaging, including filing, indexing, scanning, researching, retrieving, copying, distributing, and destroying records. * Compose and type letters, reports, and general correspondence. * Follow all established policies, procedures, and processes required to complete tasks and meet targets. * Provide updates on completed tasks as required. The City of Wentzville is committed to being an employer of choice, offering prosperous and meaningful career opportunities and flexibility. The City offers excellent benefits, including health, vision, dental, employer-paid life insurance, long-term disability, a retirement pension, 13 paid holidays, five personal days, vacation time, sick time, tuition reimbursement, an employee assistance program, a discounted recreation center membership and much more. To see the full Job Description, Click Here This job posting will remain open until a sufficient number of qualified applicants are received.

Support Staff/Office/ Senior Administrative Secretary District: Naperville Community Unit School District 203 # work weeks / year # hours / day Shift Hourly rate Annual shift stipend 42 7.5 N/A $20.48 N/A This position is governed by a collective bargaining agreement and eligible for insurance benefits. Attachment(s): 2025 BENEFIT GUIDE.pdf Senior Administrative Secretary.pdf

Administrative Assistant I, Student Support Services/Project Success, Part Time, Search Extended JobID: 669 Support Staff Secretarial/Clerical/Administrative Assistant I Date Available: mid-January 2026 Additional Information: Show/Hide Description: Administrative Assistant to Project Success/Student Support Services, Part-Time Reports To: Director of Student Support Services/Project Success Salary Range: $16.50 to $17.49 per hour based on qualifications and experience; click link to view part-time benefits on page 2, Benefits At A Glance - Staff Position Summary: The Administrative Assistant is primarily responsible for the office management and administrative functions required to effectively implement policies and procedures and day-to-day operations relative to Project Success/Student Support Services. Qualifications: High School diploma or equivalent professional office management experience; strong technical skills, including experience working with Microsoft Office; and excellent organizational and oral/written communication skills required. Associate's Degree in clerical or office management; experience working with an ERP system; previous experience working in a higher educational institution; and event coordination/management experience preferred. Application Process: Complete online application by clicking on the "Apply" link shown above and include a resume and cover letter specifically addressing how your qualifications meet the duties and responsibilities outlined in the . A full job description is attached. Applications are accepted until the position is filled though priority will be given to applications received on or before Thursday, January 1, 2026. Employment is contingent upon criminal background check and skill set assessment; employment sponsorship is not available. AA/EOE

Management Contract Support Specialist (Supervisory Role) Remote (with limited travel to VA sites as required)

About Us: Vertical Health Services is dedicated to providing exceptional care for acute patients, treating them like family. Our mission is to create a supportive and caring environment for both our patients and staff. We believe in empowering our employees through robust support, training, and development to deliver the highest level of care. The Role: We seek a proactive and organized Assistant LHNA to support the Licensed Nursing Home Administrator in managing daily operations and ensuring excellent patient care. The ideal candidate will assist with administrative tasks, support staff coordination, and contribute to maintaining a high standard of facility operations. What we have to offer: Competitive annual salary Medical, Dental, and Vision options for individual and family 401K Employee Assistance Program Paid Time Off Benefit from our strong regional support network, offering you additional resources and guidance to excel in your role. Responsibilities & Duties: Assist the Administrator with daily administrative tasks and documentation. Support staff scheduling and coordination to ensure adequate coverage. Help manage compliance and regulatory documentation. Coordinate with departments to maintain cleanliness and operational efficiency. Monitor patient/resident needs and assist in addressing concerns. Facilitate communication between staff, residents, and families. Assist in implementing customer service initiatives and business objectives. Qualifications: LHNA license in Missouri (Preferred) Strong organizational and communication skills. Previous experience in a healthcare or administrative support role preferred. Ability to handle multiple tasks and prioritize effectively. Proficiency in office software and documentation practices. Knowledge of healthcare regulations and standards is a plus. Amberwood Estates Nursing and Rehabilitation is an EEO Employer - M/F/Disability/Protected Veteran Status View all jobs at this company

Secretarial/Clerical/Secretary- 10 Month Date Available: January 2026 Closing Date: 12/22/2025 Attachment(s):

Title: Administrative Assistant to the Instructional Resource Manager Department: Bookstore Classification: Administrative Assistant 12 month Assignment: 12 month FLSA Status: Non-Exempt Reports To: Instructional Resource Manager, Office Manager, and Assistant Principal of Educational Services Location: Highland Park High School Salary: $24.00/hour Hours: 7:00am - 3:30pm Summary: The Administrative Assistant to the Instructional Resource Manager supports the day-to-day operations of the bookstore by coordinating instructional resource needs, assisting with student materials, and overseeing Chromebook management. This role requires exceptional organizational skills, clear communication, and a proactive approach to problem-solving and task completion. This is an on-site position, with occasional weekend availability required for Chromebook distribution during standardized testing periods. Qualifications: High School Diploma or GED, required Bachelors or Associates Degree, preferred 2 years of experience in an educational setting, preferred 2 years of experience as an administrative assistant, preferred Possess outstanding organizational and time-management skills Able to work independently and access supports as needed Able to work with others in a positive manner Possess common sense, problem-solving skills and reasoning ability to appropriately deal with complex situations as they arise Able to build and maintain relationships with colleagues that supports a cooperative work environment Able to handle and maintain the confidentiality of employee, student and other sensitive District information Able to set goals and establish methods for achieving these goals Able to work effectively with a wide range of constituencies in a diverse community Technology Skills preferred: Experience with Chrome OS troubleshooting, Google Workspace applications, and basic network connectivity or wireless issue resolution Familiarity with ticketing systems and inventory management processes for tracking and maintaining technology assets Working knowledge of Google Sheets or similar software for record keeping and data organization Essential Functions: The criteria indicated below are intended to describe various types of work that may be performed. The exclusion of specific responsibilities does not prohibit them if the work is similar, related, or a logical task of the position. Administrative and Operational Support Assist the Instructional Resource Manager with daily operations, budgeting, purchasing, and coordination of instructional resources. Manage student and departmental instructional materials, ensuring timely distribution and inventory accuracy. Maintain confidentiality of student, staff, and district information. Support special events requiring extended or occasional weekend hours. Technology and Data Management Oversee Chromebook lifecycle processes, including deployment, collection, maintenance, troubleshooting, and coordination of repairs. Maintain accurate inventory records and reconcile data using district systems. Demonstrate proficiency in Infinite Campus, Microsoft Word, Excel, and Outlook; adapt quickly to new software and technology tools. Communication and Collaboration Communicate clearly and professionally in both written and verbal forms. Must be able to interact in a positive manner with staff members, students, faculty, parents, and other members of the public. Work independently and collaboratively to manage multiple priorities and contribute to a cooperative work environment. Problem Solving and Evaluation Use sound judgment, analytical ability, and common sense to address complex or unexpected situations. Apply mathematical and organizational skills to track budgets and evaluate processes for improvement. Set goals, establish methods to achieve them, and monitor progress toward successful completion. Ability to handle multiple tasks simultaneously and carry out detailed procedures with several variables. Language Skills Communicates clearly both in oral and written format with all constituents of the District when documenting repairs, explaining technical procedures, and providing clear instructions.Effectively present information and respond to questions from constituency groups. Establish and maintain effective and collaborative working relationships with students, staff and the school community. Perform duties with awareness of all district requirements and Board of Education policies. Mathematical and Technical Skills Calculate figures, estimates, proportions, percentages, and cost projections. Apply concepts of basic algebra and geometry. Strong technology skills, including standard Microsoft Office suite / Google Workspace, financial management, and data analysis. . Reasoning Ability Define problems, collect data, establish facts, and draw valid conclusions. Interpret an extensive variety of verbal and written instructions and deal with multiple abstract and concrete variables. Contacts Outside Your Own Department: Build positive relationships with constituents of the District 113 community that includes, teachers, school staff, administrative team, Board of Education, guardians, students, and private providers. Physical and Mental Demands: While performing the duties of this job, the employee is regularly required to sit, stand, walk, bend, write, type, speak, listen, and taste or smell. The employee is regularly required to communicate with staff and others. The employee is frequently required to use hands and/or fingers, handle, feel or operate objects, tools or controls. The employee may occasionally be required to climb or balance; and stoop, kneel, crouch, twist, reach or crawl. The employee must frequently lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision,depth perception and ability to adjust focus. Specific psychological demands of this job include the ability to remain calm under stress levels associated with job demands, along with constant contact with students, colleagues and the public. Working Conditions: In the work environment, this role is regularly exposed to office environmental conditions. The noise level in the work environment is usually moderate with regular exposure to loud classrooms, hallways, cafeterias or sports venues. The employee is regularly required to meet deadlines with severe time constraints and interact with the public and staff in addition to meeting multiple demands from several people. The employee is infrequently required to work weekends, scheduled in advance.. Safety: As a part of the District workforce, this role is responsible for being aware of, modeling and contributing to the maintenance and implementation of all District safety policies and procedures. The role is directly responsible for the safety, well-being, and work output of students. Required to: Use good safety awareness and judgment Follow policies Report potentially unsafe conditions Follow manufacturer safety instructions when using equipment Follow agency ergonomic policies and procedures The information contained in this job description is for compliance with the Americans with Disabilities Act (A.D.A.) and is not an exhaustive list of the duties performed for this position. Additional duties are performed by the individuals currently holding this position and additional duties may be assigned. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

This is a full-time, on-site role for an Administrative Assistant to the CEO of a Real Estate Investment firm. is located in Schaumburg, IL. The Administrative Assistant will be responsible for managing executive administrative tasks, and handling various administrative assistance duties. The role also requires effective communication skills.