Administrative Assistant IV

Job Title:

Administrative Assistant IV

Location:

North Chicago IL 60064

Duration: 12 Months contract with possible extension

Schedule:

Part‑time 18 hrs. per week, Tues‑Thurs, 9‑3pm (may be more based on business needs)

This STAR Admin (Part‑Time) role is essentially a senior administrative support position focused on executive support, calendar management, onboarding coordination, compliance, and cross‑functional communication.

• Provides general administrative support; may give backup support to higher‑level management as needed.
• Effectively monitors manager and team calendars and proactively resolves conflicts.
• Ensures compliance with applicable corporate and divisional policies and procedures, including purchasing and requisition procedures, corporate security and privacy rules, branding guidelines, and copy center procedures.
• Interacts with high‑level executives and handles confidential or business‑sensitive information.
• Supports tracking of budget expenditures.
• Co‑ordinates and maintains departmental files in compliance with corporate and government regulations.
• Orders business cards and stationery.
• Uses and understands Microsoft Office Suite and other business‑specific software, including the corporate travel web site and employee performance management systems.
• Coordinates new employee office set‑ups and onboarding.
• May train/coordinate work for new administrative assistants.
• Operates with general instruction and some supervision.
• Safeguards confidential information.

• Fully understands assigned tasks and associated expectations.
• Seeks clarification as needed.
• Understands deadlines and deliverables.
• Communicates any obstacles preventing completion of deadlines.
• Provides status updates prior to deadlines.
• Is a good listener.
• Demonstrates strong problem‑solving skills.
• Is accountable and responsible for actions and mistakes.
• Challenges the team to always improve.
• Prioritizes own work, balancing multiple requests, and establishes good working relationships with client areas.

• Intermediate to advanced knowledge of Microsoft Office Suite, Concur, SharePoint, Visio or Org Plus, and understanding of business processes and requirements.
• Make‑it‑happen spirit and attitude with persistence.
• Learns quickly, grasps the essence, and can change course quickly when needed.
• 7+ years of previous admin experience supporting executives.

• Some college education preferred.
• Some leadership or supervisory experience desired.