Receptionist / Administrative Assistant

True Group
Oak Brook, Illinois
Full Time

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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: