Administrative Assistant

Job Title: Administrative Assistant

Duration: 6 Months (Potential extension)

Location: Lake County, IL, 60045 (Onsite 3 days a week)

Job Description:

Responsible for all administrative functions of the department: calendar management, scheduling travel, managing correspondence and scheduling couriers, processing expense reports, meeting/event planning, creating, or modifying business documents, preparing presentations from source materials, handling Teams, Zoom and Telepresence setups, acting as a liaison for remote access issues and work collaboratively with other admins in the department.

Core Responsibilities Include:

* Provides general administrative support. May provide back up support to higher-level management as needed.

* Effectively monitors manager and team calendars, proactively solves conflicts

* 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 Web site

* Coordinates new employee office set-ups and onboarding.

* May train/coordinate work for new administrative assistants.

* Operates with general instruction and some supervision

* Safeguard's client's confidential information

Leadership and Interpersonal Skills:

* Fully understand assigned tasks and any associated expectations

* Ask for clarification as needed

* Understand the deadlines and deliverables

* Communicate any obstacles that prevent completion of any deadline

* Provide status updates prior to any deadline

* Be a good listener

* Demonstrate strong Problem-Solving Skills

* Be Accountable and Responsible for actions/mistakes

* Challenges the team to always do better

* Develops an understanding of business partner needs, offers collaboration, and follows through on commitments

* Prioritizes own work, balancing multiple requests for assistance. Establishes good working relationships with client areas; builds rapport and trust with others

* Some project management

* Meeting planning; some tradeshow or exhibit coordination desirable

Technical Skills, Knowledge and Training:

* Be competent and fully knowledgeable about common processes and applications such as:

* Outlook: Calendaring, Emails

* Microsoft Office: Word, PowerPoint, Excel

* SharePoint, Microsoft Teams

* Telepresence including Teams and Zoom

* Ordering and maintaining Office Supplies

* Support catering requests

* Space planning and moves

* Onboarding including equipment (computer, phone, docking station, etc.)

* Event planning for appropriate staff and team meetings including SOWs, POs, MSAs, ACRs, P-Card use

* New productivity technologies as released (i.e., Teams)

* Travel Tool- Concur-Travel & Expense

* Conference Room Reservation Site

* Utilize client's Internal Training & Resources. Training outside of client will be at the managers discretion.

Requirements

* Some college preferred.

* Some leadership or supervisory experience desired

* Experience working in pharmaceutical company or CRO strongly preferred.

* 5+ years previous admin experience supporting executives

* Must have Intermediate to advance knowledge of Microsoft Office Suite, Concur, SharePoint, Visio or OrgPlus, and understanding of business processes and requirements

* "Make it happen" spirit & attitude as well as persistence.

* Learns fast, grasps the "essence" and can change course quickly where needed

* What is a nice to have (but not required) regarding skills, requirements, experience,

• Experience with Marketing trade shows
• Health industry/Medical Device
• Pharma/biotech