New 
Administrative Assistant IV
 Spectraforce Technologies | |
 | |
 Oct 06, 2025 | |
|
Position Title: Administrative Assistant IV
Work Location: Mettawa, IL 60045 Assignment Duration: 12 Months Position Summary: Provides Advanced admin support to the team leaders. Background & Context: * 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: * Provides Advanced admin support to the team leaders. May provide back-up support to other team staff, 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). * Interact 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: o Answering phones. o Calendar management, proactively solving conflicts. o Handling Teams/Zoom and general Telepresence setups and acting as liaison for remote access issues. o Scheduling travel and processing expense reports. o Managing correspondence and scheduling couriers as well as preparing FedEx labels and managing shipments. o Ordering office supplies. o Processing invoices. o Meeting/event planning and catering. o Creating or modifying business documents. o Preparing presentations from source materials. o Preparing binders and other large copy requests. o Requesting publications/articles. o Onboarding various contracted vendors; and * Operates with general instruction and some supervision. * Safeguard's our organization confidential information. 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. 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. | |