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Department Assistant

Advantage Tech is partnering with a large engineering firm in downtown Chicago who is looking to add an experienced administrative assistant to their team. You would be working onsite with an exciting team. 


Will provide professional level administrative support for department management to ensure continuity of daily department functions and operations by collaborating and guiding the Department Management in providing and presenting administrative department information. This position coordinates with department management to provide solutions in executions of department and business line needs.

  • Facilitates the dissemination of information to the department and project teams as part of the overall communications and department management process.
  • Resolves questions regarding the department; research and provide appropriate answers.
  • Prepare and present meeting notes, presentations and tables utilizing Excel, PowerPoint, Access and other programs.
  • Develop procedures pertaining to departmental and business line requirements and assist in the development of business initiatives for the department.
  • Monitor department deadlines and benchmarks and support presentation of monthly progress reports covering action items and progress updates.
  • Plan, coordinate and facilitate on-site and off-site meetings for the department. This may include department orientation and training, stakeholder meetings, management meetings, periodic reviews, etc.
  • Manage and coordinate the required training programs and records for department personnel in conjunction with the corporate training department and project requirements to ensure compliance.
  • Assemble and analyze information involving business plans, and financial reports, resulting in the final plan submission.
  • Monitor, review, and approve standard expenditures to ensure the activities of the department are conducted within established budgets.
  • Prepare a variety of communication including emails, meeting agendas, and meeting minutes.
  • Responsible for handling sensitive and confidential information.
  • Provide cross training and performance feedback on additional Department Assistants.
  • Coordinate department related issues and complaints, such as operational resources, workstations, space assignments and supplies, and follow up that resolution has been obtained.
  • Coordinate travel arrangements, calendar management, expense reporting and other internal services for various department and business line leads.
  • All other duties as assigned.

High School Diploma or equivalent. Minimum two years office/clerical experience. 
Ability to work independently, demonstrating accuracy, reliability, and problem-solving skills.
Advanced knowledge of Microsoft Word, Excel, Access, and PowerPoint is required.
Excellent organizational skills, attention to detail, verbal and written communication skills, and ability to handle multiple tasks.
Demonstrated ability to communicate professionally and effectively with all levels within an organization and with others outside of the organization (i.e., clients, vendors, business partners, community leaders).

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