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Administrative Assistant

decatur, IL 62526

Posted: 05/22/2024 Employment Type: Contract Job Category: Administrative Job Number: 617223 Country: United States Is job remote?: No

Job Description

Administrative  Assistant
Pay Range: $21-25/hr

Must Haves
Highschool diploma
MS Office knowledge

Associate’s Degree
Experience with Coupa and Adobe products
Experience in event coordination or hospitality management

Job Summary/Description:
The 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.

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 (COI)/Commercial General Liability Insurance (CGL), 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.
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About decatur, IL

Unlock your career potential in beautiful Decatur, Illinois! Nestled in the heart of Macon County, Decatur offers a plethora of job opportunities and a vibrant community that welcomes professionals of all backgrounds. Known for its rich history, stunning landscapes, and friendly locals, Decatur boasts attractions like the scenic Lake Decatur, the iconic Lincoln Square Theatre, and the fascinating Hieronymus Mueller Museum. With a thriving arts scene, delectable farm-to-table cuisine, and close proximity to Millikin University, Decatur is the ideal place to grow your career while enjoying a high quality of life. Explore our job listings today and discover the endless possibilities awaiting you in this charming Midwestern gem.
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