Administrative Assistant IV

Position Title: Admin Assistant IV

Work Location: Mettawa, IL 60045 (Hybrid role)

Assignment Duration: 12 months (possible extension- performance based)

Position Summary:

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:

* 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 Patient Services, such as:

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  Answering phones.

  
  
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  Calendar management, proactively solving conflicts.

  
  
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  Handling Teams/Zoom and general Telepresence setups and acting as liaison for remote access issues.

  
  
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  Scheduling travel and processing expense reports.

  
  
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  Managing correspondence and scheduling couriers as well as preparing FedEx labels and managing shipments.

  
  
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  Ordering office supplies.

  
  
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  Processing invoices.

  
  
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  Meeting/event planning and catering.

  
  
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  Creating or modifying business documents.

  
  
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  Preparing presentations from source materials.

  
  
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  Preparing binders and other large copy requests.

  
  
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  Requesting publications/articles.

  
  
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  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.

* 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.