Administrative Assistant

Seeking to hire a Administrative Assistant for our client in Decatur, IL.
Benefits Available.
Weekly Pay.
18.00 Per Hour
Description
Position Summary
Client's award winning Global Communications team creates and delivers the stories that bring to life our company's strategy, insights, capabilities and portfolio through audio visual design, employee engagement, social media, public relations, and much more
We are looking for a collaborative, resourceful and detail oriented person to perform a variety of administrative duties for the team, with specific emphasis on support for purchasing, event planning and internal processes.
Responsibilities
Potential responsibilities may include, but are not limited to
Invoice and Purchase Order Management
Review supplier documentation, create purchase orders and manage invoices promptly and accurately
As needed, process manual invoices and submit expedited payment requests.
Maintain organized records within team financial tracking tools, as well as supplier relationship records, and create reports as needed.
Liaise with suppliers and internal departments to resolve any discrepancies or issues related to invoices and payments
Includes new supplier onboarding into purchasing platform.
Event Planning Support
Work with business leads to manage small event registrations, including processing payments, show services orders, Certificate of Insurance Commercial General Liability Insurance , communicating with attendees and event organizers.
Coordinate hotel room bookings for stakeholders attending events, ensuring timely reservations and accurate information.
Manage badge registration process for events, handling registration requests efficiently and accurately.
Communicate with event organizers and stakeholders to gather necessary information and ensure smooth registration and accommodation processes.
Exceptional Service and Communication
Provide exceptional client service, addressing concerns and inquiries with professionalism and efficiency.
Follow up diligently on owned and assigned tasks, invoices, and requests to ensure timely resolution.
Maintain open lines of communication with internal teams, vendors, and stakeholders, providing proactive updates and responding promptly to inquiries.
Sponsorship Program and Team Administration
Shepherd sponsorship requests through appropriate reviews in online system, provide guidance to colleagues on appropriate procedures, respond to stakeholder needs, prepare reports, and maintain related resources.
Prepare and follow up on materials and reports for ongoing team processes, such as weekly database submissions tracking, entry and follow up and monthly meeting and quarterly report information gathering and follow up.
Assist team leaders and members with preparing documentation, reports and filing, as well as with travel, scheduling and in person meeting planning, as requested.
We're Looking for Someone Who
Has organizational savvy, can maintain confidentiality and is good navigating people and priorities.
Is a hands on problem solver that is resourceful and proactive, with a continuous improvement mindset and a positive attitude.
Is excellent at listening, organizational and time management skills with an attention to detail and follow up.
Is mature, has a professional demeanor and personal discretion to interact with business leaders.
Possesses independent decision making and problem solving skills with the ability to develop solutions in a logical and systematic way.
Has excellent communication and listening skills, with emphasis on writing succinctly and effectively.
Qualifications
Prior office experience, including at least 2 years of administrative assistant experience; Associates or higher degree preferred
Strong organizational skills with the ability to manage multiple tasks simultaneously.
Excellent attention to detail and accuracy in data entry and recordkeeping.
Exceptional communication skills, both written and verbal.
Proficiency in MS Office Suite Word, Excel, Outlook, PowerPoint, Teams and SharePoint, as well as other applications within a Windows based environment.
Experience with Coupa and Adobe products, a plus.
Ability to work effectively both independently and as part of a team.
Prior experience in event coordination or hospitality management is a plus.
Demonstrated commitment to providing high quality client service.