New

Administrative Assistant

Spectraforce Technologies

Feb 21, 2025
Title: Administrative Assistant Duration: 1 Year (Possible extension) Location: Mettawa, IL, 60045 Schedule Type: Hybrid (3 onsite-2 WFH) Overview: Client 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 client: Various technology and training 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 client. 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 include, but are not limited to, the following: Provides general administrative support. May provide back-up support to higher-level management, as needed. 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 Head of Marketing-US 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 client's confidential information. Other Job Duties: Calendaring management Expense Reports Team Meetings/Agenda (Project management Skills) Ensuring that when meetings occurs does all follow-ups Onboarding and offboarding at any level Pulling together content for large scale meetings PowerPoint or working in excel-anything Microsoft Product Expense reports-specifically for offsite meetings Travel-less than 10-15% of the job, booking hotel rooms, Works with every brand and a large marketing team Agility is important Culture club-ensure everyone shows up to meeting and coordinate. Planning/Travel/Catering Behavior Preferences: Detail oriented Operates in fast-paced environments Makes independent judgment when it comes to calendaring and meeting planning. Works well with others and can address challenges in professional manner. Communicates well both written and orally. Handles projects and meets deadlines. Leadership and Interpersonal Skills: 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. Requirements: Some college preferred. Some leadership or supervisory experience desired. Experience working in pharmaceutical company or CRO strongly preferred. 7+ years previous admin 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.