Executive Administrative Assistant
full-time•Chicago
About this role
Description
Position Title: Executive Administrative Assistant
Reports to: Operations Manager
Location: Chicago, IL
Employment Status: Full-Time
Work Schedule: Mon–Fri, 7:30am-4:00pm. Excluding Federal holidays; occasional weekend/after-hours may be required based on mission needs
FLSA Status: Non-Exempt
Position Summary: The Executive Administrative Assistant will Provide executive-level administrative support to the DHS Federal Protective Service (FPS) Region 5 Regional Office, including correspondence support, tasking/suspense tracking, calendar management, travel coordination, and coordination support for region leadership activities. Work is performed independently with minimal direct supervision. The ideal candidate will already align with our core values of SOAR (Strong Integrity and Ethics, Outstanding Teamwork, Accountability-Driven and Relentless Pursuit of Quality).
This position is contingent upon contract award.
DUTIES AND RESPONSIBILITIES
The essential functions include, but are not limited to the following:
- Compose, type, and enter information into databases/spreadsheets.
- Prepare correspondence, documentation, and filing/records maintenance.
- Receive/sort/distribute mail; prepare outgoing mail (including express/online services).
- Set up meetings/conference calls; prepare/distribute agendas; take and distribute meeting minutes/notes; coordinate interoffice communications.
- Coordinate travel and accommodations, including critical incident travel; support emergencies/taskings/projects as directed.
- Collect/disseminate Government Owned Vehicle (GOV) mileage and maintenance information as required.
- Assist with routine supplies (maintenance/purchase/dissemination).
- Liaison with DHS help desk for IT/telephone services (ticket initiation, follow-up, resolution, close-out).
- Maintain/issue/control facility keys (issuance, hand receipt, inventory).
- Perform timekeeping support duties as directed.
- Support RD/DRD with drafting/editing executive correspondence to HQ and other stakeholders.
- Monitor HQ taskings/suspense items; collate responses; prepare correspondence, reports, graphs/charts; perform research.
- Assist Regional FOIA representative (receive/track/distribute FOIA requests).
- Assist with HR actions related to employee assignments and hiring actions.
- Assist with space allocation requests and tracking status via email/phone coordination.
- Manage RD/DRD calendars; develop PowerPoint presentations; manage executive conference room calendar; maintain training and conference room events calendar.
- All other duties as assigned.
About Us
Aldevra was founded in 2009 by current President & CEO Rodney Marshall, a U.S. Marine Corps veteran and minority entrepreneur. The company began by selling foodservice equipment to the federal government and later expanded to include medical equipment and professional services, helping to meet a broader range of customer needs. Today, Aldevra is recognized as a top foodservice equipment dealer in the U.S., specializing in federal government sales while also growing its commercial and e-commerce customer base. Its professional services division provides federal agencies with healthcare professionals, construction and facilities managers and technicians, and administrative support. Whether it's equipment or staffing, Aldevra is committed to delivering high-quality products and timely service at the best value.
Recent accolades include:
- Great Place to Work® 2020, 2021, 2022, 2023, 2024, 2025, 2026
- HIRE Vets Medallion Award 2021, 2023, 2024 and 2025
- VETS Indexes 5-Star Employer for 2024 and 2025 Employer Awards
- Military Friendly® Employer Gold designation 2021,2022,2023,2024, 2025, 2026
- Foodservice Equipment Reports 2023, 2024, 2025 Top Dealer
- Foodservice Equipment & Supplies magazine 2024, 2025 Distribution Giants list
- RATIONAL 2024, 2025 Premium Partner Award
- ENERGY STAR® Partner
- Department of Defense Military Spouse Employment Partnership Small Business Partner
- Army Partnership for Your Success (PaYS) Partner #911
Learn more about us at aldevra.com.
Requirements
Security Requirements:
- Must pass a government background investigation/suitability determination prior to performance.
This position requires passing an extensive background check.
Workplace Safety and Environment:
Safety is a condition of employment. Employees must follow all site safety and security requirements, use required PPE, maintain a clean and safe workspace, promptly report hazards/incidents, and work in a manner that protects themselves, coworkers, and government personnel.
Qualifications:
- Bachelor’s degree in relevant field
- 5 years of experience in an executive administrative assistant specialty
- Excellent verbal communication skills and telephone manner
- Excellent and accurate written communication
- Familiarity with Windows operating systems; online calendars and cloud systems; intermediate to advanced skills Microsoft office products required
- Excellent attention to detail; accurate data entry
- Customer Focused and team-oriented work ethic
- Able to multi-task efficiently and accurately, focusing on quality
Veterans and Military Spouses are encouraged to apply.
We offer you a generous benefits package including:
- Medical, Dental and Vision
- Short Term and Long-Term Disability
- Life Insurance
- Paid Time Off
- Employee 401(k) with company match
- Professional Team Environment
Aldevra is an equal opportunity, E-Verify employer, drug free workplace, and complies with ADA regulations as applicable. All qualified applicants will receive consideration for employment without regard to race, color, religion, national origin, disability status, protected veteran status, or any other characteristic protected by law.
What you'll do
- The Executive Administrative Assistant will provide executive-level administrative support, including managing correspondence, tracking tasks, and coordinating travel. The role requires independent work with minimal supervision and alignment with the company's core values.
About Aldevra
We operate two core divisions serving a broad range of customer needs: commercial kitchen equipment and professional services/staffing.
As a top 100 foodservice equipment dealer, we deliver commercial kitchen and healthcare equipment to federal, commercial, and e-commerce customers. Our disciplined processes ensure every project is scoped, installed, and serviced with precision keeping customers on time and on budget.
Through our Professional Services Division, we support federal agencies nationwide with:
-Healthcare professionals and technicians
-Construction and facilities managers
-Administrative and program support staff
We hold a GSA Multiple Award Schedule (MAS) contract for products and services and are an OASIS+ Facilities Domain awardee under the Service-Disabled Veteran-Owned Small Business (SDVOSB), 8(a), and Total Small Business categories. These contract vehicles provide streamlined access to our solutions while helping agencies meet small business contracting goals.
Whether delivering equipment or staffing solutions, we act with integrity, operates with grit, and deliver results that matter.
Ready to join Aldevra?
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Frequently Asked Questions
What does a Executive Administrative Assistant do at Aldevra?
As a Executive Administrative Assistant at Aldevra, you will: the Executive Administrative Assistant will provide executive-level administrative support, including managing correspondence, tracking tasks, and coordinating travel. The role requires independent work with minimal supervision and alignment with the company's core values..
Is the Executive Administrative Assistant position at Aldevra remote?
The Executive Administrative Assistant position at Aldevra is based in Chicago, United States. Contact the company through Clera for specific work arrangement details.
How do I apply for the Executive Administrative Assistant position at Aldevra?
You can apply for the Executive Administrative Assistant position at Aldevradirectly through Clera. Click the "Apply Now" button above to start your application. Clera's AI-powered platform will help match your profile with this opportunity and guide you through the application process.