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Office manager/administrative assistant jobs in Illinois - 391 jobs

  • Executive Assistant to the President and Executive Vice President

    Civiccommittee

    Office manager/administrative assistant job in Chicago, IL

    Perm/contract: Permanent Status: Full-time Reports to: President and Executive Vice President The Commercial Club of Chicago is a membership organization of senior leaders in the region. Our members span the business, education, civic, cultural, and philanthropic sectors - unified by excitement for the future of Chicago. We believe cooperation and an open exchange of ideas are fundamental to success. Throughout our history, the Commercial Club of Chicago and our affiliated organizations have played a leading role in shaping the Chicago region. We have helped tackle the most pressing issues facing Chicago and have been instrumental in some of the City's most visionary efforts. Today, the Commercial Club continues to address social and economic issues of importance to the Chicago region. The Civic Committee's mission is to make the Chicago region a great place for everyone to live, work, and do business. Originally formed in 1983, the Civic Committee is tasked with identifying key issues facing the State of Illinois and the greater Chicago region and providing leadership, high-quality research, long-term policy recommendations and programmatic actions for the benefit of the city, region and state and all who live here. The Civic Committee is composed of the leaders of the Chicago region's leading private sector employers and works with public officials and other civic organizations on transformational initiatives to promote our region's social and economic well-being. The Civic Committee generally serves as the Club's lead on policy and programmatic initiatives and our focus areas currently include efforts in public safety, business diversity, transportation and infrastructure, and state and local finance. We also work alongside, and partially fund, the organizations established by us to tackle key issues head-on: Civic Consulting Alliance: Civic Consulting Alliance has an effective model for addressing systemic problems and achieving lasting change. We leverage the power of public-private collaboration through a unique approach to management consulting, to channel Chicago's proud history of civic engagement. Kids First Chicago: Kids First Chicago's mission is to dramatically improve education for Chicago's children by ensuring high-quality public schools are accessible to all families. We believe a healthy education environment where kids, schools, and communities thrive is the key to a world-class city. We believe that those closest to our students - families, community members, and educators - are best equipped to design policies and systems that will improve equity and lead to stronger outcomes for our students, communities, and city. P33: Our ambition is to transform Chicago into a tier one technology and innovation hub and promote inclusive economic growth. This is a full-time exempt position with benefits, reporting to the President and Executive Vice President. Initial employment will be on a introductory basis, with detailed evaluations and feedback at the 30-, 60-, and 90-day marks. Position Summary The Executive Assistant (EA) supports the President and the Executive Vice President (EVP) in the day-to-day management of the Organization and its Affiliates. The EA serves as the contact and coordination person for internal and external constituencies, including the CEOs of the major Chicago area corporations and leaders throughout the state as well as their offices on all matters pertaining to the President and EVP. The individual must have the ability to exercise good judgment in a variety of situations, with strong written and verbal communication, administrative, and organizational skills, and the ability to maintain a realistic balance among multiple priorities. The EA will serve as a key point person to communicate to staff and members on certain issues when directed to do so, have the ability to work independently on projects, from conception to completion, and must be able to work under pressure at times to handle a wide variety of activities and confidential matters with discretion. A positive attitude, flexibility and team working abilities are critical. The individual in this role is also responsible for the operational objectives of the Civic Committee and Board of Directors of the Commercial Club and Civic Committee. Position Responsibilities Manages all administrative tasks for the President and EVP including: their active calendars of appointments; coordinating, finalizing and distributing background materials for meetings and various operating committees with Civic Committee/Commercial Club entities; completing expense reports; composing and preparing correspondence that is sometimes confidential; arranging detailed travel plans, itineraries, and agendas. Researches and compiles basic briefing materials, including bios of meeting attendees, advance information provided by the meeting attendees, and other pertinent background information. Plans, coordinates and ensures the President and EVP's schedule is followed and respected. Provides "gateway and gatekeeper" role, creating win-win situations for direct access to the President's and EVP's time and office. Coordinates and develops a rapport with other Executive Assistants, internal and external, to manage complex schedules and tasks. Orchestrates and communicates with President and EVP to keep them well informed of upcoming commitments and responsibilities, following up appropriately. Acts as a "barometer," having a sense for the issues taking place in the environment and keeping all necessary parties updated. Communicates directly, and on behalf of the President and EVP when asked to do so, with committee members on matters related to programmatic initiatives. Communicates directly, and on behalf of the President and EVP when asked to do so, with staff members of the Civic Committee and related entities, on matters related to programmatic and operational initiatives. Provides a bridge for smooth communication; demonstrating leadership to maintain credibility, trust and support with senior management staff. Works well with other members of Civic Committee and Commercial Club staff. Follows-up on outstanding issues, prioritizes and researches, as necessary, important items, including those of a sensitive or confidential nature. Successfully completes critical aspects of deliverables with a hands-on approach, including drafting acknowledgement letters, personal correspondence, and other tasks as needed. Prioritizes conflicting needs; handles matters expeditiously, proactively, and follows-through on projects to successful completion, often with deadline pressures and ambiguity. Works with the Director of Membership and Events to schedule meetings and confirm locations for the Civic Committee and Board of Directors Meetings. Partners with Director of Membership and Events and EVP to strategize outreach to prospective Commercial Club and Civic Committee members, including scheduling meetings between the President and prospects and ensuring planned correspondence is sent. Provide planning and meeting support for Commercial Club and Civic Committee meetings including tracking attendance, electronic and hardcopy material assembly, passing out name tags, providing directions, running slide presentations, assistance to attendees, and other duties as needed Position RequirementsEducation and Experience Requirements Strong work tenure: five to 10 years of experience supporting C-Level Executives, preferably in a non-profit organization Experience and interest in internal and external communications Expert in Microsoft Office (Outlook, Word, Excel, Teams and Power Point), Adobe Acrobat, Zoom Experience in Salesforce preferred Experience in board book platforms such as Govenda, BoardVantage, or others preferred Basic writing and editing skills. Able to take general guidance regarding the content of a communication or edits to a document and create a grammatically correct, formatted document that is ready for review and distribution Must be comfortable consolidating feedback from multiple sources into one document. Additional Qualifications Strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail Very strong interpersonal skills and the ability to build relationships with members, staff and external partners Expert level written and verbal communication skills Demonstrated proactive approaches to problem-solving with strong decision-making capability Emotional maturity, flexibility and humor Highly resourceful team-player, with the ability to also be extremely effective independently Proven ability to handle confidential information with discretion, be adaptable to various competing demands, and demonstrate the highest level of customer/client service and response Demonstrated ability to achieve high performance goals and meet deadlines Forward looking thinker, who actively seeks opportunities and proposes solutions The position is in Chicago. Regular travel within the city is required. We believe that the path to achieving our missions requires our organizations and teams to regularly collaborate, work in teams, maintain collegiality, and provide a space for thought-partnership, all of which are best accomplished in person. However, we also recognize that appropriate flexibility is beneficial to the effectiveness of our employees and our organizations. With that in mind, we offer opportunities for employees to work in a combination of in-person and remote work (“hybrid” option). Equal Employment Opportunity Statement The Club and its affiliated organizations are opportunity employers and do not unlawfully discriminate against employees or applicants for employment on the basis of any legally protected characteristic, whether actual or perceived, including, including, but not limited to, an individual's race, religion, color, creed, gender, gender identity, gender expression, sexual orientation national origin, ancestry, citizenship status, marital status, pregnancy, age, disability, genetic information, veteran status, or other legally protected status. This policy applies to all terms, conditions, and privileges of employment, including recruitment, hiring, placement, compensation, promotion, discipline, and termination. Compensation Commensurate with experience, starting at $80,000; the Club offers a competitive benefits package, subject to specific policy eligibility guidelines. CONTACT US | 190 South LaSalle Street Floor 39, Chicago, IL 60603 | ************** | Fax ************** #J-18808-Ljbffr
    $80k yearly 2d ago
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  • Office Manager

    Addison Group 4.6company rating

    Office manager/administrative assistant job in Naperville, IL

    job Title: Office Manager Naperville, IL Industry: Manufacturing Pay: $75,000-$85,000 annually Benefits: is eligible for medical, dental, vision, and 401(k). About Our Client: Looking for an experienced office manager to help office growth, creating a unique opportunity for someone who enjoys building structure, taking ownership, and becoming a key part of a small, close-knit team. Job Description: We are seeking an experienced Office Manager who will also support customer service and inside sales activities in a highly hands-on, on-site role. Key Responsibilities: Act as the main point of contact for customer and partner inquiries Manage orders from intake through delivery, including confirmations and invoicing Communicate timelines, shipment updates, and resolve order-related questions Ensure accuracy in documentation, order details, and customer records Provide daily support to sales leadership Prepare quotes, pricing requests, and sales documentation Follow up on leads, open quotes, and customer inquiries Assist with onboarding new customers and maintaining account details Coordinate with internal teams and international partners on production and shipping Support inbound logistics and help resolve documentation or timing issues Serve as a central communication hub between sales, operations, and logistics Oversee day-to-day operations of a small, two-person office Maintain organized records for orders, invoices, and correspondence Support light accounts receivable tasks such as invoice tracking and basic collections Assist with light accounts payable including invoice matching and expense documentation Help with internal reporting and administrative coordination Support the transition from reactive operations to more scalable systems Contribute ideas that improve efficiency as the business grows Qualifications: 10+ years of experience in office management, customer service, inside sales, or sales administration Perks: Rare opportunity to step into a highly visible role with long-term growth potential Be part of building and shaping the future of a growing U.S. operation Hands-on exposure to international business and leadership Stable environment with the opportunity to elevate and expand the role over time Work closely with leadership in a small, impactful team
    $75k-85k yearly 1d ago

  • Office Manager

    Pearson Realty Group 4.1company rating

    Office manager/administrative assistant job in Chicago, IL

    Innovative and tech-savvy real estate brokerage located downtown Chicago in West Town (Noble Square), is seeking a motivated, ambitious, dependable, and experienced Office Manager to help assist their team of over 100 real estate agents and staff. The primary responsibility of the position is to manage real estate listing inventory transactions, and be the first point of contact and face of the office. Applicants should be able to manage the flow of operations, information, and requests coming in throughout the day and have heavy organizational skills. Your goal is to make all visitors feel welcome while maintaining high levels of confidentiality and professionalism. This position will be exposed to many different aspects of the real estate business making the prefect candidate an adaptable critical thinker who is self-motivated and organized. Responsibilities Manage the brokerage MLS account and listings Maintain & organize the company CRM Onboard and offboard both staff and brokers Provide agent support Train and coach real estate brokers to assist in their day-to-day operations Welcome and direct guests to the proper parties Answer, screen, and forward incoming phone calls to correct department Answer and field questions regarding office services Gather and distribute daily mail/deliveries Maintain inventory and order supplies Collect & record earnest money and commission deposits Generate commission disbursements and statements Assist in company event planning Organize and setup staff and agent training meetings Audit legal document compliance *THIS ROLE IS PRIMARILY NOT A RECEPTION ROLE, HOWEVER, WE DO REQUEST THAT SOME RECEPTION DUTIES ARE HANDLED. THE PRIMARY ROLE IS BROKER/AGENT SUPPORT AND BUSINESS SERVICES. The qualified candidate will exhibit the following capabilities and attributes: Excellent communication & writing skills & detail oriented Team player Critical thinker Outgoing & Adaptable Customer Service Oriented Conversant in Adobe Suite & G-Suite Has experience using the MLS & Dotloop (is a plus) Experience: Customer service experience (1 year required) Real estate experience (1 year preferred, but not mandatory) Independent self-starter, able to think quickly, and manage multiple tasks at once Salary: $55,000 - $60,000
    $55k-60k yearly 2d ago

  • Office Manager

    Neuroclinic and Assessments

    Office manager/administrative assistant job in McHenry, IL

    NeuroClinic and Assessments, LLC is a private neuropsychology and psychology practice serving Lake and McHenry Counties in Illinois. We specialize in neuropsychological assessment for adolescents, adults, and older adults, and provide psychotherapy tailored for adults and older individuals. Our team is dedicated to delivering professional, high-quality, and compassionate mental health care. Role Description We are seeking a full-time, on-site Office Manager to support our McHenry, IL and Schaumburg, IL locations. The Office Manager oversees daily office operations, supports administrative and clinical workflows, manages office equipment, provides exceptional customer service, and coordinates scheduling. Additional responsibilities include maintaining records, facilitating communication, and ensuring an organized and efficient work environment. Responsibilities Office management Provide administrative support to the business owner, including task management and prioritization. Oversee schedules, including testing coordination and distribution of report-related tasks. Monitor tasks from providers and students, issuing reminders and ensuring timely completion. Distribute completed reports via fax, patient portal, or mail. Maintain appropriate office supplies and coordinate printing of testing materials. Track and ensure compliance with legal, ethical, and professional requirements. Supervise, train, and support administrative staff while fostering a collaborative and professional team culture. Reception Greet patients and ensure a welcoming, supportive experience. Facilitate completion of intake paperwork and obtain necessary signatures. Request medical records from outside providers as needed. Scan and upload appointment and testing materials into the appropriate systems. Scheduling Manage incoming phone calls, schedule appointments, and address questions about policies, billing, and insurance. Coordinate and schedule communication with other healthcare providers. Insurance and Billing (training available) Verify insurance coverage and determine applicable copays. Collect deposits and discuss payment options with patients. Submit insurance claims and enter payments into our Electronic Medical Record (EMR) system. Generate and send patient statements and follow up on outstanding balances. Qualifications Strong communication and customer service skills, with the ability to engage clients and staff professionally. Experience in administrative support or office management roles. Highly organized, detail-oriented, and proactive in identifying needs and solutions. Ability to manage schedules, maintain records, and ensure operational efficiency. Strong problem-solving abilities. Proficiency in using and maintaining office equipment and office management software. High school diploma or equivalent required. What we offer: Compensation tailored to experience Benefits package including health insurance, disability, and 401k. Paid vacation & holidays.
    $36k-55k yearly est. 3d ago

  • Office Manager

    New Roots Talent Consulting, LLC

    Office manager/administrative assistant job in Northbrook, IL

    Are you an administrative professional who has strong technical and organizations skills and enjoys being a key member in amore intimate team environment? Would you like a more flexible schedule? Our client location in the northern suburbs (Northbrook area) is looking to add a strong office manager that is looking for a 35 hour/week work schedule. The key to success require an experienced background (5-10 years in an administrative or project management role) and ability to be organized and work autonomously. About the company: Our client is a dynamic and innovative organization committed to delivering impactful conferences across various IT industries. We are seeking a detail-oriented, organized, and proactive individual to join our team as an office manager. This role will support the planning, coordination, and execution of 20 annual conferences, ensuring seamless operations and an exceptional experience for all attendees and sponsors. Key Responsibilities: Assist in the planning and coordination of conferences, from inception to completion. Manage conference schedules, including speaker bookings, venue arrangements, and logistics coordination. Communicate with sponsors and venue to ensure timely delivery of event requirements. Maintain and update event-related documentation, such as attendee lists, registration data, and budget tracking. Ensure compliance with event policies and timelines Provide on-site support during conferences to handle any immediate logistical needs and ensure smooth operations. Provide administrative support to the company president Create and update conference webpages Update and maintain company website pages for each conference via WordPress (adding/editing session information, linking pages, adding media/logos, etc.) Update and maintain forms in Wufoo Communicate day of conferences with sponsors and attendees Qualifications: Proven experience in project management, conference coordination, and related administrative roles. Strong organizational and time-management skills with the ability to handle multiple tasks and deadlines. Excellent written and verbal communication skills. Ability to work well under pressure and in a fast-paced environment. Proficient in Microsoft Office Suite (Word, Excel, PowerPoint), WordPress, Adobe and Wufoo Ability to work independently in small office environment Some travel required for on-site for pre-conference setup the day before conference (approx. 2 hours) as well as on-site conference management (approx. 7am - 5:30pm) Professional presentation and demeanor Bachelor's degree or equivalent experience If you are passionate about administration, project management, and conference planning and are detail-oriented, and thrive in a fast-paced environment, we would love to hear from you!
    $36k-55k yearly est. 1d ago

  • Office Manager

    Inspyr Solutions

    Office manager/administrative assistant job in Melrose Park, IL

    The ideal candidate will be able to effectively coordinate meetings and other office events. They should be comfortable answering inbound phone calls, distributing mail to employees and handling outgoing mail. Responsibilities will include a range of bookkeeping, HR and administrative functions. They should also possess a friendly demeanor so they can effectively interact with office visitors and interview candidates. Responsibilities Coordinate and organize office activities Support AP/AR and bookkeeping responsibilities support HR functions as needed Oversee stock of office supplies Greet visitors at office Coordinate inbound and outbound office mail Support HR in scheduling meetings, interviews and transport Qualifications 3+ years office management experience Familiarity with ERP systems strongly preferred Proficiency in Microsoft Office suite Bachelor's degree and/or experience in manufacturing industry preferred Strong communication skills Strong ability to multitask
    $36k-55k yearly est. 1d ago

  • Office Manager

    BGSF 4.3company rating

    Office manager/administrative assistant job in Franklin Park, IL

    Our client, a dynamic manufacturing company in Chicago' near NW suburbs, is looking for an Office Manager to join their team as they continue to grow. This full-time position involves overseeing the daily operations of an office and its various departments. Preferred skills include general office management, human resources, and payroll/accounting. This role will be a key cog in the day-to-day operations of the company and will work closely with company leadership. Responsibilities Office Management: Supervising/Assisting with AP & AR duties: Weekly vendor payment process Purchase order support Overall department coverage when needed Conducting monthly check-in meetings to ensure all AP and AR functions are running efficiently Maintain office appearance and cleanliness Responsible for all office equipment (phones, computers, printers, etc.): In working order Train employees how to use Troubleshoot minor issues Submit support tickets for complex issues Contract management and renewal Upgrades or replacements Manage office supplies from taking inventory to ordering to stocking Work closely with various vendors to execute company projects Plan, organize, and host office lunches, parties, and activities Financial Management: General Ledger Support Responsible for maintenance of accounting processes Responsible for monthly closing support General Ledger Reconciliation Bank Reconciliation Manage internal financial procedures Act as liaison between company and outside auditors for document needs Assist auditors in the completion of the annual audit Direct communication with bank and/or lenders Human Resources: Bi-weekly payroll for full-time and temporary company employees Weekly payroll for outside temp agencies Maintain direct contact with outside HR resources Drafting or amending company policies for distribution Maintaining all employee records Personal Time Off for all employees Administering relevant paperwork to new employees W4 & I9 document control 401K information Health/Dental information Terminations Pay changes Worker's Compensation File all workers' compensation claims and act as point of contact with assigned adjusters Complete yearly workers comp audit Health Insurance Act as point of contact for Health Insurance group regarding health and dental insurance Work closely with company insurance brokers for yearly compliance reporting Recruitment Post job ads on hiring sites as positions within the company become available Perform all screening processes Set-up, in some instances attend, online and in-person interviews for hiring managers Conduct new hire onboarding Qualifications and Skills Minimum of 3 years proven experience as an Office Manager, Front Office Manager, or Administrative Assistant Proficiency in MS Office (Outlook, Teams, Excel, Word, and PowerPoint) ERP experience - preferred Experience in business manufacturing setting - preferred Hands-on experience with office machines and equipment (printers, phones, computers) Excellent time management skills and ability to multi-task and prioritize work Attention to detail and problem-solving skills Strong organizational and planning skills in a fast-paced environment A creative mind with an ability to suggest improvements Polished written and verbal communication skills College degree - preferred
    $37k-44k yearly est. 4d ago

  • Administrative Assistant- Warehouse Operations & EHS

    Power Stop LLC 3.9company rating

    Office manager/administrative assistant job in Chicago, IL

    PowerStop is the innovative leader in the auto aftermarket brake market. Working for PowerStop means joining a company that is turning the industry on its head. Come be a part of a brand experiencing incredible growth, and know you will have the ability to make an immediate impact as part of our team. We are constantly on the lookout for people to join the PowerStop family who are passionate, results-oriented, and possess the ambition and energy to help us succeed! Ideal candidates also have a love for cars and a desire to learn the industry as well as put a little mud on the tires! We are seeking a proactive and detail-oriented Administrative Assistant to support our Warehouse Operations and Environmental, Health, and Safety (EHS) teams. This role plays a critical part in maintaining smooth day-to-day operations, organizing documentation, coordinating communications, and helping ensure compliance with safety standards. The position is fully onsite at our Hodgkins facility and provides administrative oversight for our Bedford Park location as well. Key Responsibilities: Oversee and coordinate daily office functions, including scheduling, filing systems, and document management Prepare and maintain reports, records, correspondence, and meeting notes Track and update EHS documentation, including safety manuals, training logs, and inspection reports Conduct routine safety inspections and assist with audit preparation Manage inventory and ordering maintenance supplies Support timekeeping processes, including attendance point tracking Assist Warehouse Operations leadership with data entry and administrative recordkeeping Communicate with internal teams and external partners in a professional and timely manner Ensure adherence to confidentiality and company policies Perform document audits and support compliance initiatives Qualifications: High school diploma or equivalent required; associate or bachelor's degree preferred Minimum of 2 years' experience in an administrative or office assistant role, preferably in a warehouse or operations environment Proficient in Microsoft Office Suite (Excel, Word, PowerPoint, Outlook) Strong written and verbal communication skills Bilingual English/Spanish, preferred but not required Excellent organizational skills and attention to detail Proven ability to multitask, prioritize, and meet deadlines in a fast-paced environment Ability to work independently and maintain confidentiality Familiarity with OSHA standards and safety regulations is preferred Preferred Skills: Experience with office management systems and procedures Understanding of basic HR or finance processes is a plus Strong interpersonal skills and a collaborative approach Work Environment: The role is based in an office setting within a warehouse environment Occasional travel to different facilities or job sites may be required Use of safety equipment and adherence to company safety protocols are required. Equal Opportunity Employer: All qualified applicants will receive consideration for employment without regard to age, race, color, religion, sex, sexual orientation, gender identity, disability, veteran status, or national origin.
    $27k-37k yearly est. 4d ago

  • Medical Assistant/Scheduling Assistant - Primary Care - Niles

    Endeavor Health 3.9company rating

    Office manager/administrative assistant job in Niles, IL

    Hourly Pay Range: $19.89 - $28.84 - The hourly pay rate offered is determined by a candidate's expertise and years of experience, among other factors. Medical Assistant/Patient Support Assistant- Primary Care Medical Assistant/Patient Support Assistant Location: Niles, IL Full Time/Part Time: Full Time Hours: Rotating Hours Required Travel: Travel to other sites based upon department need What you will do: Answer phones Schedule appointments Collect co-payments Complete patient registration Provide other administrative support to the physician practice Check in and check out patient Verify insurances Greet patients and escort them to exam room Document vital signs, allergies, medications and reason for office visit Provide front office support as needed Perform basic vitals like BP, height and weight Phlebotomy and injections may be required What you will need: Education: High school diploma or equivalent work experience is required. Graduate of an accredited medical assisting program is preferred, but not required. Certification: CPR certification through the American Heart Association required; Medical Assistant Certification (AMT or AAMA) is preferred, but not required. Experience: One year of work experience required, previous experience working in a medical office (or related field) is preferred. On the job training is provided for those who do not have previous medical assistant training or experience. Benefits (For full time or part time positions): Premium pay for eligible employees Career Pathways to Promote Professional Growth and Development Various Medical, Dental, Pet and Vision options Tuition Reimbursement Free Parking Wellness Program Savings Plan Health Savings Account Options Retirement Options with Company Match Paid Time Off and Holiday Pay Community Involvement Opportunities Endeavor Health is a fully integrated healthcare delivery system committed to providing access to quality, vibrant, community-connected care, serving an area of more than 4.2 million residents across six northeast Illinois counties. Our more than 25,000 team members and more than 6,000 physicians aim to deliver transformative patient experiences and expert care close to home across more than 300 ambulatory locations and eight acute care hospitals - Edward (Naperville), Elmhurst, Evanston, Glenbrook (Glenview), Highland Park, Northwest Community (Arlington Heights) Skokie and Swedish (Chicago) - all recognized as Magnet hospitals for nursing excellence. For more information, visit ********************** . When you work for Endeavor Health, you will be part of an organization that encourages its employees to achieve career goals and maximize their professional potential. Please explore our website ( ********************** ) to better understand how Endeavor Health delivers on its mission to "help everyone in our communities be their best". Endeavor Health is committed to working with and providing reasonable accommodation to individuals with disabilities. Please refer to the main career page for more information. Diversity, equity and inclusion is at the core of who we are; being there for our patients and each other with compassion, respect and empathy. We believe that our strength resides in our differences and in connecting our best to provide community-connected healthcare for all. EOE: Race/Color/Sex/Sexual Orientation/ Gender Identity/Religion/National Origin/Disability/Vets, VEVRRA Federal Contractor. #ZRC
    $19.9-28.8 hourly 23h ago

  • Executive Assistant & Office Manager

    Group1001 4.1company rating

    Office manager/administrative assistant job in Chicago, IL

    Group 1001 is a consumer-centric, technology-driven family of insurance companies on a mission to deliver outstanding value and operational performance by combining financial strength and stability with deep insurance expertise and a can-do culture. Group1001's culture emphasizes the importance of collaboration, communication, core business focus, risk management, and striving for outcomes. This goal extends to how we hire and onboard our most valuable assets - our employees. Why This Role Matters: G1001 Innovations is a cross-functional team supporting the company's strategic vision and growth. We focus on identifying and developing new business lines, designing and launching new products, identifying and structuring reinsurance and risk-transfer transactions for our balance sheet, and establishing and nurturing strategic partnerships within the insurance and broader financial services industry. The Executive Assistant & Office Manager is responsible for providing high-level support to senior executives while ensuring the smooth and efficient operation of the office. This role combines executive assistance with office management duties, requiring strong organizational, communication, and multitasking skills. How You'll Contribute: * Provide comprehensive operational support to the executives and select team members, including calendar management, meeting coordination, and travel arrangements * Support internal and external meeting preparation and follow-ups, including logistics, agendas, and minutes * Compile meeting documents for upload into the data repository and when applicable, track in applicable project tracking systems (i.e., Asana) * Serve as the liaison between various stakeholders and collaborates closely with other Executive Assistants * Organize travel information into trip itineraries/agendas with applicable information * Prepare expense reports in Concur as needed * Coordinates meetings/events/team activities, if needed, which includes securing space, welcoming attendees, arranging food & refreshments, and confirming participant reservations and attendance. * Organize and maintain office operations and procedures, including ordering supplies, managing office equipment, and overseeing facility maintenance * Coordinate building security for visitors and new team members including badging and floor mapping * Responds promptly to all incoming inquiries, analyzing staff and client needs, and recommending solutions using excellent judgment * Maintain confidentiality of sensitive information at all times * Manages all administrative tasks, including various projects as they arise and always preempting the needs, requirements and constantly being one step ahead What We're Looking For: * At least 3+ years of experience as an Executive assistant or comparable position. * Experience in the Financial Services or Insurance Industry preferred. * High school diploma or equivalent is minimum required education. Associates or Bachelor's Degree is preferred. * Proficiency in Outlook, Excel, Word, PowerPoint and experience with expense management software and data share sites * Willingness to be responsive evenings and weekends for time sensitive matters * Ability to be in the office Monday to Thursday 8:30am to 5pm (or as needed) * Highly organized, precise, proactive and capable of multitasking. * Understands the importance of deadlines and discretion in dealing with issues of a sensitive nature. * Able to balance competing priorities. * Capable of developing and maintaining effective working relationships with a broad constituency. * Possesses sound judgment. * Excellent oral and written communication skills. Benefits Highlights: Employees who meet benefit eligibility guidelines and work 30 hours or more weekly, have the ability to enroll in Group 1001's benefits package. Employees (and their families) are eligible to participate in the Company's comprehensive health, dental, and vision insurance plan options. Employees are also eligible for Basic and Supplemental Life Insurance, Short and Long-Term Disability. All employees (regardless of hours worked) have immediate access to the Company's Employee Assistance Program and wellness programs-no enrollment is required. Employees may also participate in the Company's 401K plan, with matching contributions by the Company. Group 1001, and its affiliated companies, is strongly committed to providing a supportive work environment where employee differences are valued. Diversity is an essential ingredient in making Group 1001 a welcoming place to work and is fundamental in building a high-performance team. Diversity embodies all the differences that make us unique individuals. All employees share the responsibility for maintaining a workplace culture of dignity, respect, understanding and appreciation of individual and group differences. #LI-JL1
    $47k-74k yearly est. Auto-Apply 60d+ ago

  • Assistant to the President and Board

    Sauk Valley Community College

    Office manager/administrative assistant job in Sauk Village, IL

    Sauk Valley Community College(SVCC), a comprehensive institution nestled in a picturesque rural setting, invites applications for the position of Assistant to the President and Board of Trustees. Located in rural northwestern Illinois along the scenic Rock River, SVCC is situated between the cities of Dixon and Sterling, placing it just one hour from Rockford and the Quad Cities, and two hours west of Chicago. The College provides a robust benefits package, including comprehensive health insurance (medical, dental, and vision), life insurance, tuition reimbursement, tuition waivers, and participation in the State Universities Retirement System (SURS). For complete details, please visit our benefits page at*********************************************************** Examples of Duties FUNCTION OF THE JOB: The Assistant to the President and Board of Trustees provides a high level of support and acts as a liaison between the President's Office, the College's Board of Trustees, students, faculty, and staff, and the public, including State agencies and elected officials. They use enhanced communication, teamwork, operations of the College, considerable discretion, and independent judgment in facilitating the operations of the President's Office, and are frequently involved in handling matters of a highly confidential nature. DUTIES AND RESPONSIBILITIES * Serves as confidential assistant to the President and Board of Trustees. * Monitors and coordinates Sauk's community liaisons. * Serves as the assistant to the Board of Trustees and provides support including, but not limited to, preparing the Board meeting agenda and packet, placing the Board materials on the College website, ensuring timely delivery of monthly Board packets to Board members, and assisting Board members with responsibilities involved with State organizations. * Serves as the recording secretary for the Board of Trustees: takes minutes of all Board meetings, facilitates the audio recording of closed session meetings, and maintains records in accordance with State statutes. * Performs other duties, including posting all legal notices for the Board of Trustees, acting as the College liaison between the Board and the public, and keeping the Board Policy Manual updated on the College website. * Serves as the Local Election Official for the Board of Trustees elections, and ensures compliance with State election laws. * Serves as the Open Meetings Act Officer for the College. * Serves as an active member of the President's Cabinet; serves on various committees; and participates in internal community service. * Organizes and manages the activities of the President's Office, including coordinating meetings and processing of financial records, travel, and communication between College employees, students, the Foundation, and the Board of Trustees. * Interacts with internal and external executives, community leaders, and legislative officials. * Assumes leadership on projects assigned by the President, including, but not limited to, the Multi- Chamber Business After Hours, the annual College holiday party, and assisting with planning Fall and Spring kick-offs. * Represents the President's Office positively by disseminating information and resolving problems diplomatically and professionally. * Records the President's Cabinet weekly meetings and assists the President in agenda preparation. * Interviews, hires, trains, supervises, and evaluates work-study students as needed. * Seeks professional development for continuous learning. * Assumes all other reasonable and professional duties and responsibilities as assigned by the President or the Board of Trustees. Typical Qualifications Associate's degree is required or equivalent education and experience. Strong communication and interpersonal skills that include understanding general marketing and social media, professionalism, confidentiality, and a positive attitude are required. Three years of experience in a similar position strongly preferred. Supplemental Information ESSENTIAL FUNCTIONS: * Must understand and support the mission of the community college. * Must be able to handle discreet and sensitive issues and maintain confidentiality. * Must have strong skills in customer service and possess excellent verbal and written communication skills, including social media. * Must have the ability to work under pressure and organize multiple assignments, exercising independent judgment. * Must be able to establish and maintain effective relationships with co-workers and other individuals. * Must be highly organized and able to coordinate events. * Must be able to interpret rules, regulations, policies, and procedures. * Must have the ability to connect with people within and outside of the College. * Must be able to work in a safe and alert manner. PERSONAL INTERACTION: Frequent contact is made with all levels of College personnel, students, Board of Trustees, ICCB, ICCTA, State legislators, outside organizations, and the general public. SUPERVISION EXERCISED: Administrative and functional supervision is exercised over designated College work-study students.
    $81k-126k yearly est. 6d ago

  • Dental Manager

    Chestnut Health Systems 4.2company rating

    Office manager/administrative assistant job in Bloomington, IL

    Are you a dynamic leader with a passion for healthcare, team development, and collaboration? Chestnut Family Dental, a part of Chestnut Family Health Center, is seeking a dedicated Dental Manager to oversee the daily operations of our dental office. This is a unique opportunity to join a mission-driven, integrated health organization committed to delivering high-quality dental care to our community. If you're ready to make a meaningful impact while advancing your career in healthcare management, we want to hear from you! Chestnut Health Systems is a leading provider of integrated health care services. Since 1973, Chestnut has grown to more than 800 committed, compassionate employees providing substance use, mental health, and primary care treatment to patients in Illinois and Missouri. We provide fully integrated care for all our patients by combining behavioral health care services with our community-based primary care health centers. Chestnut also conducts research and training throughout the U.S.A. **Please note to be considered for a position you must attach a resume, complete the application, and answer all screening questions. Responsibilities As the Dental Manager, you will play a pivotal role in ensuring the smooth and efficient operation of our dental clinic. Your responsibilities will include: Overseeing daily clinic operations including patient registration, scheduling, financial intake, and inventory control. Supervising and supporting dental hygienists, assistants, receptionists, and interns. Recruiting, hiring, and evaluating staff performance. Participating in management and quality improvement meetings. Coordinating provider credentialing and registration with Medicaid, Medicare, and other payers. Managing training and use of dental software systems (e.g., Medi, DrFirst, eClinicalWorks). Addressing patient concerns and ensuring a high standard of customer service. Acting as a liaison for operational functions such as Facilities, IT, Payroll, Marketing, and Accounts Receivable. Promoting a culture of teamwork, professionalism, and continuous improvement. Qualifications Bachelor's degree in healthcare administration, business administration, or a related field with at least 2 years of administrative experience in a dental or healthcare setting. OR A high school diploma/GED with a minimum of 3 years of dental management experience. Licensed hygienist preferred but not required. Strong knowledge of dental office procedures and software (including Microsoft Office). Excellent interpersonal, organizational, and communication skills. Ability to manage multiple tasks and staff independently. Discretion in handling confidential information and compliance with HIPAA regulations. Are you intrigued by this job but don't meet every single requirement? Chestnut is committed to building a diverse and inclusive workplace. If you're excited about any of our posted positions but your experience doesn't line up perfectly, please apply anyway! We'd love to explore the possibilities with you. Chestnut Health Systems is a leader in the effort to achieve health equity, providing high-quality health and human services in underserved communities. We deliver trauma-informed, fully integrated care by combining behavioral health with community-based primary health care. Chestnut's research division is nationally recognized for its contribution to evidence-based practices. Our empathic and innovative employees live our mission of making a difference. Chestnut offers a new salary structure and robust benefits! EOE - Minorities/Females/Veterans/Disabled. Chestnut welcomes applications from qualified individuals with recovery experience. The anticipated starting pay for new hires for this position is between $60,000 - $76,960 annual salary. There are several factors taken into consideration in determining base pay, including but not limited to: job-related qualifications, skills, education, experience, local market conditions, and internal equity. check out our benefits here!
    $60k-77k yearly Auto-Apply 60d+ ago

  • Executive Personal Assistant - Hyde Park

    Primus Ortho

    Office manager/administrative assistant job in Chicago, IL

    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.
    $53k-83k yearly est. 60d+ ago

  • Executive Assistant & Office Manager

    Prolaio

    Office manager/administrative assistant job in Chicago, IL

    Who Are We? Prolaio believes that continuous learning and collaboration can make a significant difference in how heart care is administered. We are creating smarter ways to address heart disease and heart risks by integrating a connected platform enabled by smart data science to help patients access the care and attention that will inform better treatments and outcomes We envision a future where care teams and hospitals can be more effective, the healthcare system can be more efficient, and patients have a better care experience and more fulfilling lives. This is precision cardiology, and we know it's within reach. What Will You Do? The Overview Prolaio is looking to bring on a Executive Assistant and Office Manager who will provide high-level administrative and operational support to the General Manager and Executive Leadership Team at Prolaio. This role is responsible for ensuring the smooth coordination of schedules, travel, and internal communication, while also contributing to a well-run, collaborative office environment. They will serve as a central point of coordination across teams, helping to improve efficiency and support leadership focus in a fast-moving startup. This role is essential to the day-to-day functioning of the company and plays a key part in enabling Prolaio's mission to improve heart care through precision cardiology and will be based in the Chicago office. The Specifics Executive Support: Provide comprehensive administrative support to the General Manager and Prolaio's Executive Team, including proactive calendar management, travel coordination, meeting preparation, and correspondence. Additionally, offer onsite support to other executives during interoffice visits and assist Directors attending onsite Board meetings Communication Management: Act as the primary contact for internal and external communications for the General Manager & Executive Leaders, ensuring efficiency and discretion. Meeting Coordination: Schedule and organize meetings, presentations, and events, ensuring smooth execution. Project Assistance: Track and support key projects, ensuring deadlines are met and deliverables are completed. Document Preparation: Draft and proofread presentations, reports, and correspondence, ensuring quality and accuracy. Relationship Management: Build positive relationships with stakeholders, acting as a liaison between the General Manager & ELT, and other departments. Operational Support: Assist with board meetings, financial updates, and other executive functions. Financial & Expense Management: Assist with the submission, tracking, and reconciliation of executive reimbursements, invoices, and other expense-related matters, ensuring timely and accurate processing in line with company policies. General Office Support: Handle site-related administrative needs, manage office tasks, including supplies, maintenance, and on-site issues. Office Culture: Contribute to a positive, collaborative office environment and support cultural initiatives. Flexible Support: Jump in to assist with tasks beyond EA responsibilities, contributing as needed. Why Prolaio? Impactful Work: You will join in the fight against heart failure (HF) and hypertrophic cardiomyopathy (HCM) with the goal of extending and saving the lives of our patients while also being at the forefront of changing the healthcare industry through technology. Innovative Environment: You will be part of an organization doing something that's never been done before. Professional Growth: You will join a growing team and have a substantial impact on our daily and future operations with the opportunity to continuously learn and grow. Collaborative Team: You will be part of a team of collaborative, curious, and committed individuals focused on the collective good, inclusiveness, scientific excellence, and advancing digital health for cardiology. Who You Are? 10+ years of experience in an executive assistant role, providing high-level support to senior leadership (C-suite executives preferred). Strong proficiency in Google Suite and Microsoft Office and other relevant software tools. Excellent written and verbal communication skills. Proven ability to manage multiple tasks simultaneously and meet deadlines in a fast-paced environment. Experience in supporting executives in finance, technology, or similar industries is a plus. A proven track record of taking initiative and delivering results with minimal supervision. Why You'll Love Working Here Meaningful Compensation: Competitive salary, performance bonus, and equity so you can share in what we build. Great Health Coverage: Medical, dental, and vision plans with multiple options and strong company contributions. Flexible Spending Perks: HSA, FSA, commuter benefits, and a $1,200 annual Lifestyle Spending Account to support wellness, commuting, family needs, and more. Time to Recharge: Generous paid time off, sick leave, and company holidays. Family-First Benefits: Paid parental leave, caregiver leave, and support for growing families. Security & Peace of Mind: Company-paid life insurance and short- and long-term disability coverage. Plan for the Future: 401(k) plan to help you build long-term financial security. Care When You Need It: Easy access to telehealth and optional supplemental coverage for life's unexpected moments. Starting Salary is at $100,000.00 (Exact Compensation may vary based on skills, experience, and location) Prolaio is an Equal Opportunity Employer (EOE) that welcomes and encourages all applicants to apply regardless of age, race, color, religion, sex, sexual orientation, gender identity and/or expression, national origin, disability, veteran status, marital or parental status, ancestry, citizenship status, pregnancy or other reasons prohibited by law.
    $100k yearly Auto-Apply 4d ago

  • Executive / Personal Assistant

    CDO Grouporporated

    Office manager/administrative assistant job in Oak Park, IL

    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!
    $50k-70k yearly 60d+ ago

  • Dental Office Manager

    Dental Dreams 3.8company rating

    Office manager/administrative assistant job in Chicago, IL

    The Role: Dental Dreams in seeks a motivated Office Manager professional with managerial dental practice experience. This position will focus on achieving operational goals, managing employee relations, and patient relations. The scope of the role is to assist and cover the front desk staff, fulfill the scheduling requirements and provide the necessary support to the Dental Assistants and Dentists. Who Are We: Dental Dreams is a dynamic, growing company with offices in Illinois, Massachusetts, Pennsylvania, Maryland, Virginia, New Mexico, South Carolina, Louisiana, California, Michigan, and Washington, DC. Our mission is to provide high-quality dental services in first-class facilities. We hire only the most qualified dentists and staff committed to superior patient care. More than 94% of Dental Dreams' patients say they recommend us to family and friends. Benefits: Competitive compensation Benefits package includes: Medical & Vision Insurance Free dental treatment at our locations PTO 401K We pride ourselves on observing all CDC and industry guidelines. We have also secured the recommended PPE and have protocols to safeguard our patients and staff. Responsibilities: Supervise all front and back-office staff; and cover those roles if necessary. Have a patient-centric disposition and foster a culture of service Hiring & training of support staff, performance management & annual reviews Accurately verify dental benefits and check-in/out processes Assist with presenting and/or explaining treatment plans Collect payments, co-payments, and deductibles Overseeing patient scheduling per goals Create insurance claims and submit pre-authorizations to insurance companies on a timely basis Pull patient charts for future appointments when necessary Other duties as assigned Qualifications: Required: Managerial and Dental Assistant experience Possesses a track record for providing outstanding customer service Must be able to work in a fast-paced, hands-on environment Preferred: Dental practice management experience Bilingual Knowledge in ADP Workforce, Dentrix, and/or Eaglesoft KOS Services LLC / Dental Dreams is proud to be an Equal Employment Opportunity employer committed to an inclusive and diverse workplace. All qualified candidates will receive consideration for employment and will not be discriminated against based on race, color, religion, sex, sexual orientation, gender identity, national origin, protected veteran status, disability, age, pregnancy, genetic information, creed, marital status or any other consideration prohibited by law or by contract.
    $50k-67k yearly est. Auto-Apply 13d ago

  • Office Manager

    La Cross Dental

    Office manager/administrative assistant job in OFallon, IL

    Dental Office Manager O'Fallon IL La Cross Dental, a growing dental practice administration group with more than ten locations across the St. Louis metro area, is seeking an energetic, experienced, and upbeat Office Manager for our O'Fallon, Illinois office. Why Join Us? At La Cross Dental, we offer competitive compensation and a comprehensive benefits package, including: Paid Time Off (PTO) Paid Holidays Employer-Paid Life Insurance 401(k) with Employer Matching 6% Shortened Workweeks Medical, Dental, Vision, Short Term, Accidental Insurances available. Learning, Development, and Career Advancement Opportunities Competitive compensation and bonuses Youll also enjoy being part of a supportive, hard-working team that knows how to have funthrough employee and family events, contests, and wellness incentives. What Youll Do as Office Manager: As the Office Manager, youll be the advocate for your office, keeping operations running smoothly, supporting your team, and ensuring practice growth while maintaining a positive culture and outstanding patient care. Key responsibilities include: Support doctors and clinical staff in treatment planning by ensuring patients understand their options Confidently present and discuss treatment plans with patients, including financial arrangements and insurance coverage. Use strong communication and customer service skills to increase case acceptance while maintaining trust and prioritizing patient care. Leading daily operations, including scheduling, production, collections, and insurance processes. Running morning huddles and maintaining office organization to meet production and collection goals. Training, mentoring, and welcoming new team members, doctors, and patients. Monitoring team performance and providing coaching to support growth and development. Ensuring fairness, transparency, and inclusivity in all staff interactions. Collecting payments at the time of service or within 30 days. Promoting a collaborative, drama-free workplace with a focus on professionalism. Leading by exampleworking smart, valuing teamwork, and emphasizing work-life balance. What You Bring: Experience in dental (preferred) or medical office management/administration. Proficiency in dental practice management software (Eaglesoft, CareStack, or similar). Strong background in insurance verifications, claims, prior authorizations, and collections. A hands-on leadership style and willingness to jump in the weeds when needed. Our Core Values: Integrity Do the right thing, even when its hard. Honesty Keep your promises; commitment is an action. Engagement Be present for each other and our patients. Respect Treat people how they want to be treated. Fun Enjoy your experience! Compensation details: 25-35 Hourly Wage PI149f42f9ce94-31181-39359730
    $34k-51k yearly est. 8d ago

  • Office / Operations Manager

    BH Garage Door

    Office manager/administrative assistant job in Franklin Park, IL

    Job Description At BH Garage Door, we are a leading garage door general contracting company with a strong reputation for servicing residential and commercial customers across Illinois. With over a decade of experience, we pride ourselves on our commitment to quality workmanship, customer satisfaction, and employee development. Our team is dedicated to providing top-notch service, and we are currently looking for a skilled, experienced manager to join our growing family. You'll be the operational backbone of the company-supporting technicians in the field, dispatching and coordinating schedules, managing invoices and estimates, and ensuring every job is handled with precision and professionalism. If you thrive in a fast-paced service environment, enjoy problem-solving, and take pride in keeping operations organized and on track, this role is for you. Key Responsibilities: Schedule and dispatch technicians efficiently to maximize productivity and response time Support field technicians with job details, invoices, photos, and job close-outs Ensure all jobs are accurately documented and properly closed in the system Coordinate with suppliers, track material orders, and monitor lead times Assist with payments, deposits, and basic office administration Act as a communication hub between customers, technicians, and management Help maintain smooth daily workflows and high operational standards Qualifications: Previous experience in office management, dispatching, or a service-based business (Required) High school diploma or equivalent; additional education in office administration is a plus. Strong organizational, multitasking, and communication skills Proficient in Microsoft Office Suite (Word, Excel, Outlook) and comfortable with office software. Comfortable using scheduling software, email, and phone systems Detail-oriented, reliable, and highly professional Ability to work collaboratively in a team environment and build positive relationships. Ability to stay calm, focused, and solution-oriented in a fast-moving environment Attention to detail and a commitment to maintaining accurate records. What We Offer: Competitive salary Comprehensive benefits package Ongoing training and professional development opportunities. A supportive and collaborative work environment. Benefits: Medical insurance Dental insurance Vision insurance 401k with a 3% match Paid time off
    $40k-67k yearly est. 5d ago

  • Office Operations Manager

    Coates Group 4.5company rating

    Office manager/administrative assistant job in Chicago, IL

    Be Part of Our Next Chapter For over almost 60 years, our solutions have enabled impactful connections between some of the world's leading brands and their customers. And while we've already done a lot of work we're proud of, we're just getting started! We're a global technology company focused on creating dynamic, smart, personalized and engaging customer experiences powered by our range of digital hardware, our proprietary content management system and our industry leading signage solutions. (For example: If you've ordered in-store or in the drive-thru at McDonald's somewhere in the world in the last few years, chances are you've interacted with our digital solutions.) We work in over 50 global markets and have 9 offices around the world, with a global headquarters proudly located in our founding home of Sydney, Australia. Coates Group has the values of a family-owned business and the innovative spirit of a start-up, both which fuel our purpose - Creating Connections. Empowering Partnerships. Always Evolving . Through hard work, dedication and creativity, we've become industry leaders who have won awards and set records while remaining focused on continual growth and evolution. We are a 2x Australia Good Design Award winner and successfully completed the largest hardware deployment in Quick Service Restaurant history. We are curious, charismatic, authentic and we value and leverage the diversity of our crew. We are imaginers, kindness enthusiasts, experts, creators, thinkers, challengers, collaborators and over-achievers. And together, as a Crew, we are revolutionizing the way the world's leading brands leverage technology to drive the best customer experiences. To oversee and coordinate administrative and operational activities within an office environment. They are responsible for ensuring the smooth functioning of day-to-day operations & functions, managing office resources, and providing support to employees. *This role is 5 days in the office in the West Loop Chicago area. Responsibilities: Maintain a well organized, clean and well-presented office, including all workspaces, meeting rooms, kitchens, showroom and all other common areas. Oversee the management and ensure smooth running of Front of House including ensuring that phone system and office security is managed effectively. Coordinate internal and external meetings, and manage meeting room set up, calendar/diary coordination; includes the close management of recurring meetings and ensuring meetings are aligned (attendees, catering, etc.), internal communications Design and implement office policies and procedures, including establishing standards and documentation. Coordinate the presentation content and logistics of the biweekly company stand up (Fire Up Meeting) Organise company functions and events and coordinate involvement in events in collaboration with Marketing and People & Culture teams. Budget management for office operations and amenities. Track and manage expenses for the NAM Senior Leadership Team (excl NAM President, including preparing expense reports and ensuring adherence to the budget. Organize and book complex domestic travel itineraries and ensure adherence to company policies. Source and manage vendors for office amenities and facility maintenance, including all consumables (kitchens, bathroom, stationery, first aid kit) and office equipment as well as any trades or service people. Support the general office and wider business by assisting with administrative support and driving culture, engagement and change throughout the company. Manage all aspects of Chicago company events. Support the People and Culture Team (HR) with administrative assistance as required, in relation to for example Thrive program, onboarding, offboarding, recruitment, OSHA, documentation and administration. As required, support the President of NAM and Global CEO with personal administration tasks - including, but not limited to, running errands, managing bookings, travel, calendar management etc. Qualifications: Minimum 5 years' experience in an Office Manager/Senior Administration role Previous experience in a medium to large organisation, ideally through a period of growth Demonstrated involvement in transforming office processes and facilitating changes in office operations. Proficiency in Microsoft office suite (Including Outlook, Teams, PowerPoint, Word, Excel) Capabilities: Able to exercise a high level of confidentiality. Ability to work autonomously & collaboratively as part of a team environment. Maintain a high level of organization and prioritization. Able to exercise effective time management. Exceptional customer service skills, with a focus on delivering high quality service to both internal and external stakeholders. Ability to adapt to changing priorities, handle unforeseen situations, and work effectively under pressure. Excellent written and verbal communication skills, with negotiation and conflict management skills. Ability to undertake process improvements and drive process transformation. About Coates We are industry leaders who have won awards and set records. We are a 2x Australia Good Design Award winner and we successfully completed the largest hardware deployment in Quick Service Restaurant history. We are led by a forward-thinking CEO who has demonstrated a true passion for people and making Coates a place where people genuinely enjoy working. Our growth plans enable a focus on providing rapid career advancement opportunities for our talent. Together, we are creators, allowing us to make our purpose a reality - to create immersive brand experiences for everyone. Join a Crew that Cares Be part of a global team of talented, ambitious, creative people that value integrity, individuality and inclusivity. (Ask us about our Equality + Empowerment Initiatives). The benefits include an annual market competitive bonus program and our “Thrive Program” which includes a suite of flexible work options because we're strong believers that you should never miss an important life or work moment. Thrive also provides dedicated time to prioritize our health and wellbeing (think virtual Yoga or meditation sessions), a Global Wellness paid day off to recharge as well as a “Give Back Day” to allow our Crew an opportunity to make an impact in the community. Be inspired To Be More We skip the red tape and aim to always stay nimble. We're proud of where we've been and are energized by where we're going. We encourage ideas and perspectives because we know the more we have, the better we are. We work hard but have fun along the way. We push the boundaries but keep it real and authentic. We believe in the values that got us here are the ones that will continue to lead us forward. We are excited by what we've accomplished, but know the best is yet to come. Coates Group is an Equal Opportunity Employer and does not discriminate on the basis of race, color, creed, national or ethnic origin, gender, religion, disability, age, political affiliation or belief, disabled veteran, veteran of the Vietnam Era, or citizenship status (except in those special circumstances permitted or mandated by law). Fraud Alert: Employment Scam Advisory It has come to our attention that unauthorised individuals are impersonating our company and reaching out to job seekers through fraudulent emails, falsely claiming to represent Coates. These emails often request personal information and appear to come from domains that are not affiliated with our organisation, such as coatesgroupcareer.com. We take this matter very seriously. Coates has reported these incidents to law enforcement and is cooperating with the ongoing investigation. We are committed to protecting the integrity of our recruitment process and the privacy of our applicants. Please be advised of the following:- Coates does not operate or communicate through any domain resembling "@coatesgroupcareer.com"- We do not contact employment candidates via email to solicit personal or financial information- All applications for employment must be submitted through our official website ******************************* or directly through our LinkedIn profile: Coates Group- All emails from us will come from our official domain, which is [at]coatesgroup[dot]com or via our Applicant - Tracking System (ATS) email address, which is no-reply[at]hire.lever[dot]co If you receive any suspicious communications purporting to be from Coates, we urge you not to respond, do not click any links, and do not provide any personal information. Your safety and trust are of the utmost importance to us. Thank you for your vigilance.
    $29k-46k yearly est. Auto-Apply 8d ago

  • Office Manager

    Inspyr Solutions

    Office manager/administrative assistant job in Melrose Park, IL

    INSPYR Solutions has teamed up with a manufacturing company based in Melrose Park who is in search of an Office Manager. Please note that this is a direct-hire opportunity and will operate fully onsite. Job Responsibilities: Lead daily office and business operations, ensuring efficiency, organization, and full departmental coverage Oversee payroll processing for employees and temporary staff Manage employee lifecycle administration/human resource operations, including onboarding, benefits, PTO, compliance, and terminations Serve as primary point of contact for insurance providers, HR partners, and workers' compensation claims and audits Support accounting operations, including AP/AR, vendor payments, and purchase orders Assist with general ledger maintenance, reconciliations, and monthly close activities Maintain internal financial procedures and act as liaison with banks, lenders, and external auditors Manage office facilities, equipment, technology support, and vendor contracts Coordinate office supplies, services, and company-wide events Lead recruiting logistics, including job postings, candidate screening, and interview coordination Requirements: Must have 3+ years of experience in office management Must come with some HR experience (i.e. onboarding, benefits, payroll, personnel files, etc.) Manufacturing industry experience preferred Must be able to commute onsite 5 days/week
    $36k-55k yearly est. 1d ago

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