Administrative Assistant Job at Swoon, Bolingbrook, IL

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  • Swoon
  • Bolingbrook, IL

Job Description

Title: International Coordinator

Location: Hybrid — Chicago & Bolingbrook, IL

Duration: Ongoing contract, possibility of extension

Pay Rate: $20/hour (W2)

Job Description:

The International Coordinator supports global operations through effective project coordination, communication, and administrative excellence. This role requires a detail-oriented, highly organized professional with strong multitasking and scheduling capabilities who can collaborate across diverse teams and time zones.

Key Responsibilities:

  • Manage executive and team calendars, coordinate meetings, and arrange domestic and international travel.
  • Support cross-functional projects by maintaining project plans, schedules, and deliverables.
  • Track project milestones, dependencies, and escalate risks or delays when necessary.
  • Maintain centralized project documentation and prepare clear, professional reports and meeting notes.
  • Serve as a liaison between international and cross-functional teams to ensure communication consistency and on-time execution.

Qualifications (Required):

  • 2+ years of experience in project coordination or project management .
  • 2+ years supporting multiple leaders with calendar management and travel coordination .
  • Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
  • Experience with SharePoint , Monday.com , or Smartsheet .
  • Excellent organizational and communication skills.
  • Ability to work independently and manage multiple priorities.
  • Friendly, professional demeanor with a positive attitude.

Qualifications (Desired):

  • Bilingual proficiency (written and verbal).
  • Experience coordinating international teams or projects.

Disqualifiers:

  • No prior experience managing calendars or travel for multiple leaders.
  • Unavailable to commute between Chicago and Bolingbrook offices.

Typical Day & Interaction with Team:

  • Balance administrative support and project coordination tasks.
  • Collaborate with global stakeholders to ensure timely communication and progress.
  • Maintain project trackers, follow up on deliverables, and support cross-functional alignment.
  • Work in a hybrid environment, alternating between Chicago and Bolingbrook offices as needed.

Job Tags

Ongoing contract, Work at office,

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