Administrative Assistant at Bosch Group

Oakbrook Terrace, Illinois, United States -

Full Time

Start Date

Immediate

Expiry Date

08 Jul, 26

Salary

0.0

Posted On

09 Apr, 26

Experience

5 year(s) or above

Remote Job

Yes

Telecommute

Yes

Sponsor Visa

Skills

Executive support, Calendar management, Travel coordination, Expense reporting, Financial administration, Invoice processing, Purchase order management, Notary public, Document management, SharePoint administration, Microsoft Office Suite, Data tracking, Communication skills, Meeting coordination, Project management

Industry

Software Development

Description

Company Description We Are Bosch. At Bosch, we shape the future by inventing high-quality technologies and services that spark enthusiasm and enrich people’s lives. Our areas of activity are every bit as diverse as our outstanding Bosch teams around the world. Their creativity is the key to innovation through connected living, mobility, or industry. Let’s grow together, enjoy more, and inspire each other. Work #LikeABosch Reinvent yourself: At Bosch, you will evolve. Discover new directions: At Bosch, you will find your place. Balance your life: At Bosch, your job matches your lifestyle. Celebrate success: At Bosch, we celebrate you. Be yourself: At Bosch, we value values. Shape tomorrow: At Bosch, you change lives. This position will be based out of Oak Brook Terrace, IL facility (a Western suburb of Chicago). The Robert Bosch Organization has a hybrid policy, applicants must work in office 3 days per week. Job Description Provide high-level executive administrative and operational support to the VP of Tax (C/TXR-NA), five Directors, and a department of 20 associates. This position serves as the primary Tax Office Coordinator, ensuring departmental efficiency and handling highly confidential information with professional discretion. Key Responsibilities Executive Support: Proactively manage complex calendars and inbox priorities for the VP and Directors, ensuring all deadlines and urgent communications are addressed. Meeting & Event Management: Lead the planning and execution of weekly, monthly, and quarterly leadership and departmental meetings across the US, Mexico, and Canada; develop agendas, executive presentations, and meeting minutes. Travel & Expenses: Coordinate travel logistics and manage expense reporting for senior leadership. Financial Administration: Act as the departmental Subject Matter Expert (SME) for financial processes, managing an annual invoice volume of ~$2.0M, purchase orders, and departmental purchasing card reconciliation. Tax Document Logistics: Oversee the secure processing, notarization, and distribution of sensitive tax documents, including high-volume certified mail (8k-10k pieces annually), faxes, and digital check deposits via banking scanners. Facilities & Security Liaison: Serve as the primary point of contact for building management and the HSE department to manage badge access, restricted areas, and office supply inventory. Departmental Resources: Maintain essential departmental data, including organizational charts, emergency contact lists, asset tracking for remote equipment, and SharePoint site administration. Onboarding & Projects: Facilitate orientation training for new associates and lead administrative special projects as assigned. Qualifications Basic Qualifications Minimum of 5 years of administrative experience supporting executive-level leadership (VP or Director level). Advanced proficiency in Microsoft Office Suite, with specific expertise in complex Outlook calendar management, PowerPoint presentation design, and Excel for data tracking. Current Notary Public commission or the ability to obtain certification within 90 days of hire. Experience processing invoices, managing purchase orders, and handling corporate purchasing card (P-Card) reconciliation. Ability to manage high-volume physical mail (8k–10k pieces annually) and coordinate sensitive document distribution via certified mail or digital fax. Professional verbal and written communication skills suitable for acting as a liaison between internal leadership, external vendors, and building management. Preferred Qualifications Prior experience in a corporate Tax, Legal, or Finance environment. Familiarity with SCRUM meeting methodologies and experience using Greenhouse or Ashby for recruitment-related administrative support. Experience with SharePoint site administration and Survey Monkey for departmental data collection. Previous experience with banking scanners for check deposits and handling restricted-access security documentation. Multinational Coordination: Experience organizing meetings and logistics across multiple time zones or countries (specifically USA, Mexico, and Canada). Additional Information By choice, we are committed to a diverse workforce - EOE/Protected Veteran/Disabled. BOSCH is a proud supporter of STEM (Science, Technology, Engineering & Mathematics) Initiatives · FIRST Robotics (For Inspiration and Recognition of Science and Technology) · AWIM (A World In Motion) All your information will be kept confidential according to EEO guidelines. Indefinite U.S. work authorized individuals only. Future sponsorship for work authorization not available. Legal Entity: Robert Bosch LLC

Responsibilities

Provide high-level executive administrative and operational support to the VP of Tax and department leadership. Manage complex calendars, travel logistics, financial processes, and sensitive tax document distribution.