Office Administrator

Job Description

Office Administrator – Schaumburg, IL (Full-Time, Onsite)

Be part of an exciting global healthcare company building its U.S. foundation.

We are a fast-growing U.S. subsidiary of a world-leading healthcare organization specializing in IV solutions and clinical nutrition. With strong global roots and decades of innovation, our team in Schaumburg, IL is helping connect U.S. operations with a global network of research, manufacturing, and supply excellence.

In partnership with a leading U.S. medical technology company, we’re in a startup phase — expanding our operations, strengthening our culture, and building an organization that blends Japanese precision with American innovation.

If you’re an energetic, organized, and service-minded professional who thrives in a dynamic international environment, this is an outstanding opportunity to grow your career in a collaborative and evolving setting.

🌼 About the Role

The Office Administrator will play a key role in keeping our office running smoothly and ensuring a positive experience for employees, guests, and executives. You’ll manage day-to-day administrative operations, handle travel and meeting logistics, support executives, and help create an efficient, welcoming workplace.

This role is ideal for someone who enjoys variety, takes initiative, and loves being the “go-to” person who keeps things organized and running seamlessly.

🎯 Key Responsibilities

Front Office & Communication

• Greet visitors, manage reception, and handle incoming calls and inquiries.
• Act as the first point of contact for staff and visiting executives.
• Support smooth communication between U.S. and Japan teams.
  
  

• Arrange domestic and international travel (flights, hotels, transportation).
• Coordinate meetings and events, including scheduling, catering, and logistics.
  
  

• Oversee office supplies, equipment, and vendor relationships.
• Coordinate with building management and service providers for maintenance and repairs.
• Manage company car leases, renewals, and vendor communications.
  
  

• Assist with scheduling, expense processing, and document organization.
• Support executives and internal teams with administrative requests.
• Handle logistics for visiting executives and business partners.
  
  

• Associate’s or Bachelor’s degree preferred (or equivalent experience).
• 3+ years of experience in office administration, executive assistance, or general affairs.
• Strong communication and organizational skills.
• Proficiency in Microsoft Office (Excel, Word, PowerPoint, Outlook).
• Ability to multitask, prioritize, and maintain confidentiality.
  
  

• Experience working in a multicultural or international environment.
• Familiarity with Japanese business culture (language skills a plus but not required).
  
  

• Friendly, approachable, and service-oriented.
• Detail-focused and reliable with a proactive mindset.
• Flexible and adaptable to changing priorities in a fast-paced workplace.
  
  

• Competitive base salary (commensurate with experience).
• Medical, dental, and vision insurance.
• Paid vacation, sick leave, and holidays.
• 401(k) retirement plan.
• Annual performance-based bonus eligibility.