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Administrative Assistant

Administrative Assistant

Spectraforce TechnologiesNorth Chicago, Illinois, United States
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Position Title : Administrative Assistant

Assignment Duration : 1 Year

Work Arrangement : Hybrid (3 days On-site)

Position Summary : Provides general advanced administrative support to VP level or equivalent. May provide back-up support to higher-level management other staff, as needed.

Background & Context :

  • Provides a vast array of opportunities for an individual looking for an organization with whom they can flourish and develop their careers in a variety of directions.
  • In addition to a beautiful environment and a positive corporate employee culture where contingent staff are embraced as an integral part of their staffing to meet their business objectives, here are just a few of the perks you can look forward to enjoying once you have been offered and accepted a contingent position with our organization :
  • Various technology and training are available for anyone looking to expand and improve their current skill levels.
  • Leadership support to drive your career into areas of interest to meet your passion and career goals.
  • Flexible schedules in many cases, dependent on specific team.
  • Collaborative team environment, creating a positive experience for those working at our organization.
  • Inter-campus shuttles to get you from building to building with on-demand service to allow you to make the most of your workday.
  • Complimentary shuttle service from the Metro to the campus (depending on the region / campus); and
  • Complimentary coffee service throughout locations (depending on the region / campus).

Key Responsibilities :

  • Responsible for compliance with applicable Corporate and Divisional policies and procedures.
  • Follows purchasing and requisition procedures, Corporate Security and Privacy Rules, Corporate Branding Guidelines, and Copy Center procedures (if applicable).
  • Interacts with high-level executives and handles confidential or business-sensitive information.
  • May include some support for tracking budget expenditures.
  • Coordinates and maintains departmental files, as assigned, in compliance with corporate and government regulations.
  • Uses and understands Microsoft Office Suite and other business-specific software, including the Corporate Travel and Expense website and employee performance management systems (as applicable).
  • Coordinates new employee office set-ups and onboarding.
  • May train / coordinate work for new administrative assistants.
  • Responsible for all administrative functions for our organization Patient Services, such as :
  • Answering phones.
  • Calendar management, proactively solving conflicts.
  • Handling Teams / Zoom and general Telepresence setups and acting as liaison for remote access issues.
  • Scheduling travel and processing expense reports.
  • Managing correspondence and scheduling couriers as well as preparing FedEx labels and managing shipments.
  • Ordering office supplies.
  • Processing invoices.
  • Meeting / event planning and catering.
  • Creating or modifying business documents.
  • Preparing presentations from source materials.
  • Preparing binders and other large copy requests.
  • Requesting publications / articles.
  • Onboarding various contracted vendors; and
  • Operates with general instruction and some supervision.
  • Safeguard's our organization confidential information.
  • Fully understands assigned tasks and any associated expectations.
  • Asks for clarification, as needed.
  • Understands deadlines and deliverables; communicates obstacles that prevent completion of deadlines; provides status updates prior to deadlines.
  • Demonstrates strong problem-solving skills.
  • Accountable and responsible for actions / mistakes.
  • Challenges the team to always do better.
  • Prioritizes own work, balancing multiple requests for assistance.
  • Establishes good working relationships with client areas.
  • Builds rapport and trust with others; possesses good listening skills.

    • Qualification & Experience :

  • Some college preferred.
  • Some leadership or supervisory experience desired.
  • Experience working in pharmaceutical company or CRO strongly preferred.
  • 7+ years of previous administrative experience supporting executives.
  • Must have intermediate-to-advanced knowledge of Microsoft Office Suite, Concur, SharePoint, Visio or OrgPlus and understanding of business processes and requirements.
  • "Make it happen" spirit and attitude as well as persistence.
  • Learns fast, grasps the "essence," and can change course quickly, where needed.
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