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SalaryPosition Summary
This position plays a critical role in providing advanced administrative and office management support for the TOPS Leadership team, the Naperville office and our TOPS employees. We are considering candidates with part-time (20-30 hours) or full-time (30+ hours) availability.
Responsibilities
- Assists the Leadership team with day-to-day tasks.
- Prepare professional communications such as letters, newsletters, memos, e-mail, etc. This includes supporting duties such as maintaining email distribution lists, filing, photocopying, shipping, scheduling shredding of confidential documents and local errands (post office, office store, other locations, etc.).
- Handle incoming calls, take messages and promote effective interoffice communication. Encourage the concept of working together as a team to build continual improvement with the Company and departments.
- Operate various office equipment i.e. printers, conference room technology, kitchen equipment, etc. Coordinate maintenance, IT support and repairs as needed.
- Manage office supplies, ensure proper inventory levels, work through office expenses, process invoices and expense reports. Ensure a clean, organized and safe work environment.
- Liaison with Building Management to manage ID cards and access to the suite, and work to address any local issues.
- Schedule appointments, coordinate meetings/events (on site, virtual or remote), and maintain calendars for the leadership team.
- Part of the Engagement Committee and plans and coordinates local engagement events including new hire lunches, company events (picnic) and community events to name a few.
- Key contact for the travel system for TOPS (currently Concur). Assists TOPS team with travel arrangements (i.e.: hotel accommodations, air travel, car rental, etc.)
- Oversee and coordinate daily office activities to ensure efficient operations. Handle routine issues and inquiries independently. Escalate complex matters to the appropriate personnel.
- Review, tabulate, enter data or work orders into a variety of systems.
- Organize and maintain files, records, and documents.
- Assist in the TOPS recruitment and onboarding process by coordinating interviews, welcoming new employees, setting up the desk among other items.
- Greet and assist visitors to the office.
- Performs other related duties and participates in special projects as assigned.
- HS diploma or equivalent with 5-6 years of relevant administrative/operational support in an office environment directly related to the duties of the job, OR demonstrated ability to meet the job requirements through a comparable number of years of work experience. May possess additional education certification in this level.
- Requires excellent knowledge of functional area(s) related to the job or good knowledge related to a professional field of work.
- Able to consistently apply applicable policies, procedures, regulations, and program objectives when carrying out the duties of the job.
- Must have advanced knowledge of technology to include computers and software programs such as MS Office, Google, Zoom, webinar systems, spreadsheets or other programs specific to the job in order to complete job duties successfully.
- Must have excellent oral and written communication skills to communicate effectively across departments when completing assignments.
- Must have strong organizational skills with ability to manage deadlines and prioritize workload and make adjustment to meet business needs. Attention to detail and accuracy is key and should have a strong ability to multitask.
- Bilingual in Spanish is a plus.
