Office Assistant

Essential Duties and Responsibilities

Administrative Support

• Answer and direct incoming phone calls, emails, and office inquiries.
• Greet visitors and maintain a professional corporate office environment.
• Prepare correspondence, reports, forms, and other documents.
• Schedule meetings, appointments, and conference calls.
• Maintain executive and organizational calendars.

Records Management

• Organize and maintain physical and electronic filing systems.
• Maintain confidentiality of employee, client, and organizational information.
• Ensure documents are accurately filed and accessible when needed.

Corporate Operations Support

• Coordinate communication between corporate office staff and residential program locations.
• Assist with onboarding documentation and administrative processing for new hires.
• Support compliance documentation, training records, and licensing-related paperwork.
• Track office supply inventory and coordinate purchasing needs.
• Assist with preparation for audits, surveys, and inspections.
• Pick-up, coordinate, and organize all mail to the organization.

Meeting and Project Coordination

• Prepare meeting agendas and materials.
• Record and distribute meeting minutes.
• Assist leadership with special projects and administrative initiatives.
• Follow up on assigned action items and deadlines.

General Office Responsibilities

• Manage incoming and outgoing mail.
• Maintain office equipment and coordinate service requests.
• Assist with data entry and database management.
• Perform other administrative duties as assigned.

Qualifications

Required

• High school diploma or GED.
• Minimum of two (2) years of administrative, clerical, or office support experience.
• Proficiency with Microsoft Office Suite (Word, Excel, Outlook, PowerPoint).
• Proficiency with Google G-Suite
• Strong written and verbal communication skills.
• Excellent organizational and time management abilities.
• Ability to maintain confidentiality and professionalism.

Preferred

• Associate degree in Business Administration, Office Management, or related field.
• Experience in healthcare, human services, nonprofit, or developmental disability services.
• Experience supporting multiple departments or locations.
• Familiarity with Illinois human services documentation and compliance requirements.

Knowledge, Skills, and Abilities

• Strong attention to detail and accuracy.
• Ability to prioritize tasks and meet deadlines.
• Professional customer service and communication skills.
• Ability to work independently and collaboratively.
• Strong problem-solving and organizational capabilities.
• Commitment to the mission and values of Inspire Greatness Within, Inc.

Physical Requirements

• Prolonged periods of sitting and computer use.
• Ability to lift and carry office materials up to 25 pounds.
• Occasional travel between company locations may be required.

Equal Opportunity Employer

Inspire Greatness Within, Inc. is an Equal Opportunity Employer and values diversity in the workplace.

We encourage qualified candidates from all backgrounds to apply.