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Executive Assistant Sr Administrative Assistant

This individual will play a key role in ensuring the efficient and smooth operation of the department by managing a wide range of administrative responsibilities including scheduling, communication, travel coordination, event planning, and financial reconciliation. The ideal candidate will be a professional self-starter who thrives in a fast-paced, academic research environment and is capable of handling multiple priorities with attention to detail and discretion.

Key Responsibilities

• Serve as the primary administrative point of contact for the director and departmental leadership
• Manage complex calendars and schedule meetings, seminars, and events
• Coordinate travel and accommodations for faculty, guest speakers, and visitors
• Order and manage inventory of office and lab supplies
• Draft, proofread, and distribute correspondence, meeting agendas, and reports
• Assist with the preparation and submission of expense reimbursements and financial reports
• Reconcile monthly departmental financial reports in coordination with finance staff
• Maintain accurate electronic and paper filing systems
• Update and enforce office policies and procedures
• Provide general administrative support to PIs, lab members, and guests
• Act as a liaison between the department and internal/external stakeholders
• Maintain departmental contact lists and databases

Required Qualifications

• Proven experience in an administrative, executive assistant, or office coordinator role
• Proficiency in Microsoft Office Suite (particularly Excel and Word)
• Strong written and verbal communication skills
• Excellent organizational, time management, and multitasking abilities
• Ability to handle sensitive and confidential information with discretion
• Knowledge of office management systems and familiarity with basic office equipment

Preferred Qualifications

• Experience supporting senior-level academic or research faculty
• Familiarity with university systems and procedures
• Prior work experience in a medical, research, or academic setting
• Financial reconciliation or expense reporting experience

Monday–Friday,

8:00 AM–5:00 PM or 9:00 AM–6:00 PM

$26.00-32.00/hr DOE

Temporary to Hire

Chicago, IL 60611

Please send resumes to dmguerra@elitestaffinginc.com

All employees of Elite Staffing must be 18 years or older and authorized to work in the United States.

Elite Staffing, Inc. is proud to be an equal opportunity employer. Our policy of equal employment opportunity is to recruit, hire, train and promote persons without regard to race, color, religion, national origin, sex, age, disability, handicap or any other protected status.

Elite Staffing offers the following benefit programs for your participation: Medical, Dental, Vision, Voluntary Benefits, 401k Retirement Plan, and Commuter benefits.

Our hiring process may include the use of artificial intelligence (AI) to assist in recruiting candidates. AI may be used to collect information and grade, rank, or score your answers. All employment decisions are made by human reviewers. By submitting your application, you authorize Elite Staffing, Inc. to contact you using the contact information you have provided for employment-related activities via any method, including SMS, email, and phone calls, including through the use of automated technology, AI generative voice, and pre-recorded and/or artificial voice messages. For accommodations or to opt out of AI-assisted communication, you may unsubscribe from any SMS message and/or inform the AI technology of your request to opt out of AI-assisted communications.  All personal information provided will be handled in accordance with our Privacy Policy found on our website.

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