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Administrative Assistant

| Chicago

project44 is revolutionizing the freight and logistics industry by applying cutting edge technologies to automate the entire lifecycle of freight shipments including quoting, scheduling, and real-time visibility. project44’s network of APIs is capable of optimizing the shipment lifecycle, empowering companies to deliver the best customer experience possible, and provide up to date data while cutting costs along the way.

You will be responsible for organizing and streamlining project workflow and travel management as directed by the Director of Executive Operations (DEO). You will be acting as a liaison between departments and the DEO. You will need to anticipate needs, be resourceful, think critically and offer solutions to problems. This position is responsible for coordinating all vendor meetings and building compliance requirements along with managing office work orders alongside the Office Coordinator. You will need to meet deadlines, prepare presentations, and review written content for accuracy. Your position will be fast paced, always moving, and rewarding. 

 Key Accountabilities

  • Maintain and manage calendars in Outlook, including heavy coordination of executive travel arrangements and itineraries
  • Prepare correspondence internally and externally as directed by DEO, with high level contacts inside and outside the company such as vendors, customers, and senior leadership
  • Coordinate onsite and offsite vendor meetings, office work orders and some facilities management
  • Organizes, prioritizes, and summarizes the content of incoming materials, specialized projects, special requests, and meetings
  • Coordinate board meetings and Zoom conference meeting setup
  • Prepares special or one-time reports, replies to inquires, and creates, maintains, and update spreadsheets to support reporting and analysis for senior leader approval
  • Coordinate team events and cultural venues with Office Coordinator as directed by senior leadership
  • Manage monthly travel and expense reports for DEO and CEO

Requirements and Preferred Skills

  • Calm under pressure and able to think quickly on your feet
  • Strong working knowledge of Word, PowerPoint, Excel and Outlook
  • Internet Savvy
  • Excellent written and verbal communication skills
  • Flexible schedule and willing to work on-call
  • Self-motivated, organized and proactive
  • Strong attention to detail
  • 4+ years of Assistant or Executive Support Experience
  • Able to work in a team environment
  • Must be legally authorized to work in the United States
Read Full Job Description

Technology we use

  • Engineering
    • JavaLanguages
    • JavascriptLanguages
    • KotlinLanguages
    • PythonLanguages
    • ReactLibraries
    • SpringFrameworks

Location

Located in the iconic art deco Merchandise Mart on the Chicago river and central to high energy restaurants, retail, and accessible public transit.
How project44 makes the world run faster, one global network at a time
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An Insider's view of project44

What are some social events your company does?

This is a fast paced environment where everyone is ready to be challenged; and our teams have high energy, fun, and are innovative. Our social events are rewarding and promote cross-departmental connections. From themed happy hours, board game nights, sponsored athletic teams, rooftop socials, lunch and learns, and team outings just to name a few.

Eric Bohl

Senior Technical Recruiter

How do you collaborate with other teams in the company?

From the start, I could tell that project44 was special; we're a group of really smart people who come together with the ability to experiment, try new things, and collaborate.

Portia LaMotte

Digital Marketing Manager

How does the company support your career growth?

There are things that I hoped to do at some point in my career-I've got to do many of them in the span of one year. I feel actively involved in our growth, and I love the opportunity that I have to learn and experience different parts of the organization. I don't know that I would get this much opportunity and exposure in one role anywhere else.

Aysha Ali

Senior Accounting Manager

What is your vision for the company?

We are ultimately building a world supply-chain network that fits within a much broader vision of applying modern technology, data science, and data flow technologies to an industry that's as old as time.

Will Hansmann

CTO

What makes someone successful on your team?

This is a fast paced environment where everyone is ready to be challenged. To succeed, you must be ready to change your mindset and move quickly to keep up.

Jispuneet Singh

Technical Project Manager

What are project44 Perks + Benefits

Culture
Volunteer in local community
Partners with Nonprofits
Friends outside of work
Eat lunch together
Daily stand up
Team owned deliverables
Team based strategic planning
Group brainstorming sessions
Open office floor plan
Health Insurance & Wellness Benefits
Dental Benefits
Vision Benefits
Health Insurance Benefits
Life Insurance
Wellness Programs
Onsite Gym
Retirement & Stock Options Benefits
401(K)
Company Equity
Vacation & Time Off Benefits
Generous PTO
Paid Volunteer Time
Paid Holidays
Paid Sick Days
Perks & Discounts
Casual Dress
Commuter Benefits
Game Room
Stocked Kitchen
Happy Hours
Fitness Subsidies
Professional Development Benefits
Job Training & Conferences
Lunch and learns
Promote from within
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