Receptionist / Administrative Assistant

  • True Group
  • Oak Brook, Illinois
  • Full Time

Receptionist / Administrative Assistant

Location: Oak Brook

The Receptionist / Admin will join True's great culture with some office management or administrative assistance experience and a positive attitude, strong drive to succeed, and a keen focus on customer service.

Responsibilities:

  • Greet all clients, guests, employees, and vendors in a warm and welcoming manner when representing the reception area.

  • Receive and direct outside guests while maintaining the guest portal.

  • Answer and direct internal and external phone calls to the appropriate point of contact.

  • Help manage and maintain all meeting room calendars; prioritize and schedule all incoming meeting and appointment requests.

  • Help schedule, organize, and accept meeting room requests through Outlook; verify approval from EC team for external client requests.

  • Manage and maintain a master event calendar for the executive team.

  • Assist with all internal Team events, including:

  • Event planning - ordering food, decor, and supplies as needed

  • Event set-up/take-down

  • Invitation/Guest list management

  • Assist with Giving Initiatives

  • Planning of charitable giving events, organizing collection drives, coordination with points of contact at different charitable organizations, etc.

  • Manage incoming and outgoing mail/packages; deliver mail to appropriate person.

  • Create desk name tags for new employees.

  • Coordinate with employees on temporary workspaces and storage.

  • Escalate all facilities issues or concerns to appropriate True contact to ensure building maintenance receives the maintenance work order.

  • Help organize and restock items upon delivery and keep office space organized and clean, to include:

  • Empty dishwasher in mornings and load at end of day.

  • Tidy up meeting rooms in the mornings and throughout the day after each meeting.

  • Clean kitchen tables, countertops, and microwaves throughout the day.

  • Clean out kitchen refrigerators on Friday evenings.

  • Stock women's restroom toiletries.

  • Organizing storage cabinets of office supplies for employee use.

  • On a weekly basis, help take inventory of refreshments, kitchen supplies, and office supplies for multiple office locations and keep track of orders in spreadsheet to manage order costs.

  • Assist remote facilities in Lombard, Tampa, Memphis, Tempe, etc. with maintenance requests as necessary.

  • Manage and maintain a master list of all facility work requests to ensure visibility and completion.

  • Maintain a positive working relationship with True's preferred vendors (Garvey's, Costco, Chicagoland, Phillips, etc.).

  • Assist in the ordering, set-up, and clean-up of food orders within the office for internal employees and client meetings/events.

  • Help maintain weekly staff meeting agendas, including tracking data and making daily updates to checklists.

  • Assist in running True's Recognition Program by maintaining accurate records and communicating with team members and True Leadership.

  • Participate as needed in special department projects.

  • Taking notes for in-house meetings as requested.

  • Provide in person support for contract employees.

Qualifications:

  • Bachelor's Degree preferred
  • Strong organizational abilities necessary; ability to multitask
  • 1 - 2 years of administrative support experience preferred
  • Strong computer literacy with Microsoft Office - Word, Excel, PowerPoint
  • Able to work effectively within a team environment
  • A great personality
  • A solid work ethic, with a good track record of setting and maintaining high professional and personal standards
  • Exceptional attention to detail
  • Excellent verbal and written communication skills; the confidence in yourself to communicate effectively

The pay range for this position is $35,000 - $45,000 per year and is based on the specific expectations of the role, candidate experience, and overall fit.

All full-time employees are offered True Group's Comprehensive Benefits Package, which includes:

  • Paid Time Off
  • Health Insurance, including health savings accounts for eligible plans
  • Dental Insurance
  • Vision Insurance
  • Life Insurance
  • Company-Sponsored Short-Term and Long-Term Disability
  • Employee Assistance Program
  • 401(k) with Company Match
  • Professional Development Assistance Opportunities
Job ID: 481333024
Originally Posted on: 6/15/2025

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