Administrative Assistant IV

Position Title

Administrative Assistant

North Chicago, Illinois, 60064 – 12 Month Onsite assignment

Our organization 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:

• 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 handle 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 Global Security, 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 Fed Ex 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.

• Some college preferred.
• Some leadership or supervisory experience desired.
• Experience working in pharmaceutical company or CRO strongly preferred.
• 5+ years of previous administrative experience supporting executives.
• Must have intermediate-to-advanced knowledge of Microsoft Office Suite, Concur, SharePoint or Visio 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.
• 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.