Administrative Assistant in Edwards, Illinois at PHD Services LLC

This position provides high-level administrative support to help ensure the office operates efficiently, professionally, and smoothly. The ideal candidate is highly organized, detail-oriented, and comfortable managing multiple priorities while supporting executive staff, coordinating schedules and travel, and serving as a welcoming first point of contract for visitors and callers. Strong communication skills, professionalism, discretion, and proficiency with modern office technology are essential to success in this role.

Responsibilities:

• Maintain, organize, and order general office supplies, including paper, pens, ink/toner, and other essential materials, ensuring teams have the resources they need to operate effectively.
• Green and sign in visitors, direct them to the appropriate location, and provide a welcoming, professional experience.
• Manage and organize team schedules and appointments using calendar and scheduling applications.
• Coordinate and book domestic and international travel arrangements for executive staff, including transportation, lodging, and related itineraries.
• Take accurate and detailed meeting notes and distribute information or follow-up items as needed.
• Answer, screen, and direct incoming phone calls in a professional and courteous manner.
• Receive and communicate messages and information accurately, professionally, and in a timely manner.
• Assist with administrative and project-based work using Microsoft 365 and other office productivity tools.
• Support executive staff and team members with day-to-day administrative needs as assigned.
• Maintain organized files, documents, and other administrative records while handling sensitive information with discretion.

• High school diploma or general education degree (GED) equivalent.
• Valid driver's license.
• Minimum of 5 years of experience as an executive-level administrative assistant or in a comparable administrative support role.
• Demonstrated experience operating multifunction printers, including scanning documents and sending them as email attachments, configuring copy settings, and performing light maintenance such as replacing toner cartridges.
• Experience with office productivity suites, including Microsoft 365 and Google Workspace.
• Proficiency with Microsoft Word, Excel, Outlook, PowerPoint, and other common business applications.
• Strong organizational, time-management, and multitasking skills with the ability to prioritize competing demands.
• Excellent written and verbal communication skills.
• Professional, friendly, and polished demeanor when interacting with executives, employees, visitors, clients, and vendors.
• Strong attention to detail and the ability to maintain accuracy while working under deadlines.
• Ability to work independently, exercise good judgment, and handle confidential or sensitive information appropriately.

Preferred Qualification:

• Typing speed of at least 65 works per minute.
• Previous experience supporting executives, senior leadership, or a fast-paced professional office environment.
• Experience coordinating complex calendars, meetings, and executive travel.
• Strong working knowledge of both Microsoft 365 and Google Workspace.