Administration Assistant- International Coordinator at Swoon Staffing (A fortune 500 client of ours)

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.