Administrative Assistant

Job Title: Administrative Assistant
Client: Heavy Machine Manufacturing Company
Location: Moline, IL 61265
Duration: 3 Months
Shift: 1st Shift (Monday – Friday | 7:00 AM – 4:30 PM)

Job Description:
• Provide high-level administrative support for senior managers and department leadership in a fast-paced corporate environment
• Manage highly confidential information, reports, records, and correspondence
• Coordinate office workflow, schedules, travel arrangements, meetings, and appointment calendars
• Act as a central point of communication between departments, managers, and external contacts
• Prepare reports, presentations, letters, memoranda, and other business documentation
• Research, resolve, and respond to internal and external inquiries professionally and efficiently
• Maintain databases, systems, files, and sensitive departmental records with accuracy
• Organize and monitor project documentation, pending actions, and workflow processes
• Support special projects, reporting activities, and administrative operations as assigned
• Communicate manager instructions and coordinate follow-up actions across teams and departments

Key Responsibilities:
• Schedule meetings and coordinate travel arrangements for department leadership
• Maintain calendars, meeting logistics, and office coordination activities
• Gather, summarize, and maintain confidential data for reports and projects
• Prepare and distribute business documents and communications
• Monitor office workflows and ensure timely completion of administrative tasks
• Update and maintain databases, systems, and records accurately
• Handle incoming calls, visitors, and communications professionally
• Support project coordination and administrative reporting requirements
• Escalate complex issues appropriately when necessary

Required Skills:
• Strong administrative and organizational skills
• Excellent verbal and written communication abilities
• Ability to handle confidential and sensitive information professionally
• Strong multitasking and time management skills
• Proficiency in Microsoft Office Suite (Excel, Word, Outlook, PowerPoint)
• Experience managing calendars, travel arrangements, and meeting coordination
• Strong attention to detail and problem-solving skills
• Ability to work independently in a fast-paced environment

Preferred Qualifications:
• Experience supporting senior leadership or executive-level managers
• Experience handling confidential corporate documentation
• Exposure to multinational or cross-functional work environments
• Basic experience with web publishing or internal systems management is a plus
• Multi-lingual communication skills are a plus

Education:
• Associate’s or Bachelor’s degree preferred
• Equivalent administrative support experience will also be considered

#ZR