Administrative Assistant, Moline

Title
: Administrative Assistant
Location
: Moline, IL
Details
: Contract with ongoing need, opportunity for direct hire fully onsite role
Pay Rate
: $*************/hr.
with benefit inclusions
Sponsorship is not available for this role now or in the future.
Job Summary
Provides high-level administrative support to senior leadership and their direct reports across multiple regions.
Operates independently in a fast-paced, highly confidential environment, managing workflows, communications, and priorities on behalf of leadership while ensuring efficient coordination across teams, functions, and geographies.
Responsibilities
Manage complex calendars, schedule meetings, and coordinate domestic and international travel arrangements, including logistics and meeting setup
Act as a central point of coordination for incoming requests, prioritizing and routing tasks based on organizational knowledge and urgency
Draft, edit, and respond to correspondence on behalf of leadership, ensuring professionalism and accuracy
Handle sensitive and confidential information, preparing reports, summaries, and materials for leadership review and distribution
Research, resolve, and respond to internal and external inquiries; escalate complex issues as needed
Maintain and update databases, systems, and files to ensure accurate and current information
Support reporting and special projects through data gathering, analysis, and discrepancy resolution
Coordinate communication and information flow across departments, leaders, and global teams
Receive and direct visitors and calls, including coordination across multiple locations or languages when applicable
Organize and maintain records, track follow-ups, and ensure pending items are completed in a timely manner
Provide limited guidance or coordination to others and support project-based work aligned with role responsibilities
Years Of Experience And Education
5+ years of experience in administrative, executive support, or similar high-level coordination role
Associate's or Bachelor's degree preferred, or equivalent work experience
Skills Required
Advanced calendar management and scheduling coordination
Strong written and verbal communication skills
High level of discretion handling confidential information
Organizational and workflow management expertise
Ability to prioritize and manage competing deadlines independently
Proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint)
Data analysis and reporting support capabilities
Experience with database, records management, or systems applications
Problem-solving and decision-making in fast-paced environments
Cross-functional collaboration and stakeholder coordination
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