Administrative Assistant (Scheduling) - Hybrid

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

Arun (224) 507-1264, asankar@divihn.com

Vinod at (224) 507-1294, vganji@divihn.com

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.