Administrative Assistant R&D

• Practice Development & Integration

• Technologies Development Skills

• Location Hoffman Estates, United States

• Type Permanent

Title: Administrative Assistant (Onsite)

Overview
The Administrative Assistant provides full onsite support to a research and development organization while also supporting a General Manager. This role balances day-to-day administrative needs across teams, ensuring smooth operations, effective communication, and well-coordinated schedules. Responsibilities span office management, onboarding, executive support, event coordination, and basic financial administration, with a strong emphasis on organization, discretion, and attention to detail.

Key Responsibilities

• Provide 100% onsite administrative support to the R&D organization

• Balance responsibilities between supporting the R&D team and the General Manager

• Greet visitors, manage badging and security escorts, and ensure compliance with site protocols

• Manage office supplies, equipment, and deliveries

• Coordinate onboarding for new hires, including desk setup, IT requests, and orientation scheduling

• Draft and distribute clear communications for both technical and non-technical audiences

• Prepare presentations, slide decks, charts, and materials for reviews, demos, and visits

• Manage the General Manager’s calendar and email, prioritizing and coordinating meetings across time zones

• Coordinate domestic and international travel arrangements

• Prepare meeting agendas, talking points, follow-up trackers, and concise summaries

• Act as a central point of contact for executive communications, screening and routing requests with discretion

• Plan and support onsite events, executive visits, and customer tours

• Process expense reports and resolve discrepancies

• Assist with month-end reporting by collecting inputs, validating data, and preparing submissions

• Maintain organized digital filing systems to support audit readiness and record retention

Qualifications

• Bachelor’s degree required

• Fluency in Japanese preferred

• 3+ years of administrative support experience, ideally in R&D, engineering, manufacturing, or technical environments

• Proven experience supporting senior leaders with complex calendars, travel, and meeting logistics

• Experience processing expense reports and supporting month-end administrative workflows

• Strong written and verbal communication skills with excellent attention to detail

• Ability to work reliably onsite in a fast-paced, high-volume environment

• Advanced proficiency in Microsoft Office (Outlook, Excel, PowerPoint, Word)

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