Title: Administrative Assistant
Location: Moline, IL
Details: Contract with ongoing need, opportunity for direct hire fully onsite role
Pay Rate: $31.00 – 33.00/hr. with benefit inclusions
Job Summary
Provides high-level administrative support to senior leadership and their direct reports across multiple regions. Operates independently in a fast-paced, highly confidential environment, managing workflows, communications, and priorities on behalf of leadership while ensuring efficient coordination across teams, functions, and geographies.
Responsibilities
- Manage complex calendars, schedule meetings, and coordinate domestic and international travel arrangements, including logistics and meeting setup
- Act as a central point of coordination for incoming requests, prioritizing and routing tasks based on organizational knowledge and urgency
- Draft, edit, and respond to correspondence on behalf of leadership, ensuring professionalism and accuracy
- Handle sensitive and confidential information, preparing reports, summaries, and materials for leadership review and distribution
- Research, resolve, and respond to internal and external inquiries; escalate complex issues as needed
- Maintain and update databases, systems, and files to ensure accurate and current information
- Support reporting and special projects through data gathering, analysis, and discrepancy resolution
- Coordinate communication and information flow across departments, leaders, and global teams
- Receive and direct visitors and calls, including coordination across multiple locations or languages when applicable
- Organize and maintain records, track follow-ups, and ensure pending items are completed in a timely manner
- Provide limited guidance or coordination to others and support project-based work aligned with role responsibilities
Years of Experience and Education
- 5+ years of experience in administrative, executive support, or similar high-level coordination role
- Associate’s or Bachelor’s degree preferred, or equivalent work experience
Skills Required
- Advanced calendar management and scheduling coordination
- Strong written and verbal communication skills
- High level of discretion handling confidential information
- Organizational and workflow management expertise
- Ability to prioritize and manage competing deadlines independently
- Proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint)
- Data analysis and reporting support capabilities
- Experience with database, records management, or systems applications
- Problem-solving and decision-making in fast-paced environments
- Cross-functional collaboration and stakeholder coordination
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