Office Administrative Assistant

Mead & Hunt, a nationally recognized professional services consulting firm, has an exciting part-time opportunity for a highly motivated administrative assistant to support our aviation engineering department and office staff. This position combines front-desk reception, office operations, building and vendor coordination, administrative support, and office culture leadership. The role serves as the central on-site resource for our Chicago, IL office, where you will be responsible for keeping the office welcoming, organized, compliant, well-supplied, and operating smoothly each day. This is a benefits-eligible position working 30+ hours per week. The position is expected to work in the office approximately 3–5 days per week, based on an agreed-upon part-time schedule.

Responsibilities:

• Coordinating with building management, property management, and internal Business Operations teams regarding office maintenance, access, communications, and facility matters. 
• Submitting, tracking, and following up on office and building work orders, including HVAC, plumbing, kitchen, restroom, lighting, and general maintenance issues. 

• Review and approve appropriate vendor invoices through PAT/AEC360 and assist with resolving billing discrepancies.
• Monitor office conditions and proactively identify items requiring maintenance, cleaning, replacement, restocking, or repair.
• Serve as the primary front-desk presence and provide a welcoming, professional environment for employees, clients, vendors, and guests.
• Greet visitors, coordinate building access, provide directions, and respond to general office questions.
• Receive, sort, distribute, and prepare incoming and outgoing mail, packages, and shipments.
• Coordinate shipping labels and mailing needs for employees and project teams, including Interior Design staff and others shipping project materials.
• Assisting equipment monitoring as requested by IT
• Coordinating event planning for office and corporate functions

• Other duties as assigned

Successful candidates must have the following:

• Associate’s degree in business administration or a related field from an accredited college or university

--OR—

• If no degree, at least 2 years of relevant office experience.

The ideal candidate will have any/all of the following:

• Prior office administration experience is helpful, but initiative, reliability, organization, and ownership are especially important. 
• Personable, welcoming, approachable, and comfortable serving as the face of the office. 

• Highly organized with exceptional attention to detail and a strong sense of ownership. 

• Proactive and able to recognize what needs to be handled without waiting to be asked. 

• Ability to manage many small responsibilities simultaneously and reliably follow through. 

• Comfortable communicating with vendors, building staff, employees, clients, and senior executives. 

• Strong written and verbal communication skills. 

• Flexible and willing to assist with different assignments as office needs change. 

• Basic to intermediate proficiency with Bluebeam, Microsoft Word, Excel, PowerPoint, Copilot, Outlook, and Teams. 

• Comfortable learning company systems such as Vision/AEC360/Newforma. 

• Able to exercise discretion when working with confidential or sensitive information. 

• Willing to obtain an Illinois Notary Public commission. 

If you have strong communication and organizational skills, are self-motivated, proactive, and can work well both independently and as part of a team, complete the online application process for this job posting at www.meadhunt.com/careers.

Mead & Hunt proudly offers medical, dental, and vision insurance, paid time off, paid sick leave, parental leave, a 401K plan with a generous company match, life and disability insurance, and an employee assistance program.

Mead & Hunt will not sponsor a visa (H-1B, etc.) for this position.

Salary Range: $25.00 to $32.00 hourly – Actual compensation may vary due to other factors such as: experience, skill set or location.

Employment is contingent upon successful completion of applicable pre-employment screening requirements.

All qualified applicants are encouraged to apply and will receive consideration for employment without regard to protected veteran status, disability, race, color, religion, sex, sexual orientation, gender identity, or national origin.

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