Administrative Assistant

Job description

Join the TOPS Team! TOPS is seeking a highly organized, proactive, and resourceful part time Administrative Assistant to provide advanced administrative and office management support to our Leadership Team, Naperville office, and employees. This role is ideal for a professional who thrives in a fast-paced environment, enjoys wearing multiple hats, and takes pride in creating a positive and efficient workplace experience. Work Hours: Monday through Friday 9am-2pm What You'll Do As the Administrative Assistant, you will serve as a key point of contact for office operations and leadership support while helping ensure the smooth day-to-day functioning of our Naperville location. Key Responsibilities • Provide administrative support to the Leadership Team, including calendar management, meeting coordination, and correspondence. • Prepare professional communications such as letters, memos, newsletters, and emails. • Manage office operations, including filing, photocopying, shipping, shredding coordination, and local errands. • Handle incoming calls, take messages, and promote effective communication across departments. • Coordinate maintenance and support for office equipment, conference room technology, and kitchen facilities. • Manage office supply inventory, process invoices and expense reports, and maintain an organized, safe, and professional work environment. • Serve as the primary liaison with building management for office access, ID badges, and facility-related matters. • Plan and coordinate meetings, company events, employee engagement activities, new hire lunches, and community involvement initiatives. • Act as the primary contact for the company travel system, assisting employees with travel arrangements including flights, hotels, and rental cars. • Organize and maintain files, records, and business documents. • Assist with recruiting and onboarding activities, including interview coordination, candidate support, and new hire workspace setup. • Welcome and assist office visitors and guests. • Support special projects and perform additional duties as assigned. What We're Looking For Required Qualifications • High school diploma or equivalent. • 5+ years of administrative, executive support, office management, or operational support experience. • Advanced proficiency with Microsoft Office Suite and experience using collaboration and virtual meeting platforms such as Google Workspace, Zoom, and webinar tools. • Strong written and verbal communication skills. • Exceptional organizational, multitasking, and prioritization abilities. • High attention to detail and accuracy. • Ability to work independently, exercise sound judgment, and adapt to changing priorities. • Strong customer service mindset with the ability to build positive working relationships across all levels of the organization. Preferred Qualifications • Additional education, certifications, or administrative training. • Experience supporting executive or leadership teams. • Bilingual Spanish skills. Compensation & Benefits Pay Range: $25.00 - $35.00 per hour Actual compensation will be based on factors such as relevant experience, skills, education, and overall qualifications. Why Join TOPS? At TOPS, we value teamwork, continuous improvement, and employee engagement. This role offers the opportunity to make a meaningful impact by supporting our leaders, employees, and office operations while helping create an exceptional workplace experience. If you are a highly organized professional who enjoys supporting people, managing multiple priorities, and being the go-to resource for office operations, we'd love to hear from you. Apply today and become part of the TOPS team!