Aldevra · 2 days ago
Administrative Assistant
Chicago, IL
Full-time
Onsite
Senior Level
5+ years expAldevra is a company that specializes in federal government sales of foodservice equipment and professional services. They are seeking an Administrative Assistant to provide administrative and clerical support to the DHS Federal Protective Service Region 5 staff, which includes document preparation, records management, and meeting support.
Food and BeverageHardwareHealth CareMedical DeviceRetail
Responsibilities
Compose, type, and enter information into databases/spreadsheets
Prepare correspondence/documentation/mailing labels; copy data between records; file records
Receive/sort/distribute mail; prepare outgoing mail (including express/online services)
Set up meetings/teleconferences (schedule rooms, disseminate details); attend meetings as requested; prepare/distribute agendas; take and distribute minutes; coordinate interoffice communications
Assist with inventory/maintenance/purchase/dissemination of routine supplies
Collect/disseminate GOV mileage and maintenance info monthly/as required
Maintain shared drive folders and hard copy/electronic files (e.g., Facility Security Assessments and related records) as directed
Assemble and disseminate routine reporting requirements on a schedule determined by on-site personnel
Liaison with DHS help desk for IT/telephone services (ticket initiation, follow-up, resolution, close-out)
Track assigned case control numbers and route reports for review/approval
Provide support to security management branch programs as required (spreadsheets/report maintenance)
Maintain, issue, and control facility keys (issuance, hand receipt, inventory)
Timekeeping support duties as directed
Make travel arrangements / coordinate transportation and accommodations; support regional emergencies/taskings/projects as directed
Perform Human Resources administrative functions and tasks as directed
All other duties as assigned
Qualification
Required
High school diploma
5 years of administrative assistant experience
Excellent verbal communication skills and telephone manner
Excellent and accurate written communication
Familiarity with Windows operating systems; online calendars and cloud systems; intermediate to advanced skills Microsoft office products required
Excellent attention to detail; accurate data entry
Customer Focused and team-oriented work ethic
Able to multi-task efficiently and accurately, focusing on quality
Must pass a government background investigation/suitability determination prior to performance
This position requires passing an extensive background check
Preferred
Veterans and Military Spouses are encouraged to apply
Benefits
Medical, Dental and Vision
Short Term and Long-Term Disability
Life Insurance
Paid Time Off
Employee 401(k) with company match
Professional Team Environment
Company
Aldevra
Aldevra sells commercial foodservice and medical equipment, specializing in federal government procurement.
11-50 employees
Funding
Current Stage
Early StageLeadership Team
Maggie Bullard-Marshall, PMP
Chief Operating Officer
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