Administrative Assistant (Scheduling) – Hybrid

DivIHN (pronounced divine ) is a CMMI ML3-certified Technology and Talent solutions firm. Driven by a unique Purpose, Culture, and Value Delivery Model, we enable meaningful connections between talented professionals and forward-thinking organizations. Since our formation in 2002, organizations across commercial and public sectors have been trusting us to help build their teams with exceptional temporary and permanent talent.

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For further inquiries regarding the following opportunity, please contact one of our Talent Specialists.

Arun

Vinod at

Title: Administrative Assistant (Scheduling) – Hybrid

Duration: 5 Months

Location: Bolingbrook, IL (Hybrid position, flexibility to be onsite in Chicago, IL and Bolingbrook, IL Offices)

Only W2 candidates are eligible for this position. Third-party or C2C candidates will not be considered.

Position Overview:
The International Coordinator plays a critical role in supporting global operations through effective project coordination, communication, and administrative excellence.
This position requires a highly organized, detail-oriented professional with strong project management experience and the ability to collaborate across diverse teams and time zones.
This is a hybrid role, requiring flexibility to be onsite as needed between our Chicago and Bolingbrook offices.

Key Responsibilities

Administrative Support
Manage executive and team calendars, coordinate meetings, prepare agendas, and organize domestic and international travel logistics.
Ensure timely communication and follow-up on key actions and deliverables.
Maintain professionalism and accuracy across all administrative interactions.

Project Planning and Coordination
Support cross-functional and international projects by maintaining project plans, timelines, schedules, and deliverables using tools such as SharePoint, Monday.com, or Smartsheet.
Track project milestones and dependencies, escalating risks or delays when necessary.
Partner with global stakeholders to ensure alignment and on-time execution.

Documentation and Reporting
Maintain a centralized project documentation repository to ensure version control and accessibility.
Prepare, edit, and format professional documents, meeting summaries, and reports with a focus on clarity, structure, and visual presentation.
Monitor and track unresolved issues, action items, and project risks.

Communication and Collaboration
Serve as a liaison across international and cross-functional teams to support communication flow, collaboration, and consistency.
Foster a positive, inclusive, and solutions-oriented team environment..

Qualifications & Requirements
Minimum 2 years of experience in a project management or project coordination role, with proven ability to manage timelines, deliverables, and cross-functional dependencies.
Minimum 2 years of experience supporting multiple leaders with calendar management, scheduling, and travel coordination.
Experience using SharePoint, Monday.com, and/or Smartsheet for project management, tracking, and document organization.
Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
Strong written and verbal communication skills with excellent editing and document formatting abilities to ensure professional presentation and aesthetic consistency.
Highly organized, adaptable, and detail-oriented with the ability to prioritize in a fast-paced environment.
Demonstrated ability to work independently and collaboratively with global teams.
Friendly, approachable, and professional demeanor.
Bi-lingual proficiency (written and verbal) a plus; language(s) based on business need.
Positive attitude and commitment to supporting a collaborative, high-performance culture.

++About us:++

DivIHN, the ‘IT Asset Performance Services’ organization, provides Professional Consulting, Custom Projects, and Professional Resource Augmentation services to clients in the Mid-West and beyond. The strategic characteristics of the organization are Standardization, Specialization, and Collaboration.
DivIHN is an equal opportunity employer. DivIHN does not and shall not discriminate against any employee or qualified applicant on the basis of race, color, religion (creed), gender, gender expression, age, national origin (ancestry), disability, marital status, sexual orientation, or military status.