Administrative Assistant

Position Title: Administrative Assistant

Work Location: Mettawa, IL 60045

Assignment Duration: 1 Year (Possible extension or conversion)

Work Arrangement: Flexible schedules in many cases, dependent on the specific team with whom you work

Schedule Type: Hybrid 3 onsite-2 WFH

Position Summary:

• Responsible for all administrative functions (Omnichannel) to support manager and team, including calendar management, meeting planning, and onboarding/offboarding.

• Some college preferred. Some leadership or supervisory experience desired.
• Experience working in pharmaceutical company strongly preferred. 7+ years previous admin experience supporting executives ideal.
• Must have Intermediate to advance knowledge of Microsoft Office Suite, Teams, Sharepoint Concur, SharePoint, Visio or OrgPlus, and understanding of business processes and requirements.
• "Make it happen" spirit & attitude as well as persistence.
• Adaptive learner that grasps information quickly, and adapts to changes that may happen daily.

• 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 Meetings and Telepresence setups, and acting as a liaison for remote access issues.

• Meeting and planning expertise (Project management Skills), process expense reports and manage travel. Take meeting noted, Onboarding and offboarding at any level, pulling together content for large scale meetings, PowerPoint or working in excel-anything Microsoft Product, expense reports-specifically for offsite meetings.
• Travel-less than 10-15% of the job, booking hotel rooms, organized.
• Manage and update agendas and monthly business updates.

• Detail oriented, operates in a fast-paced environments, makes independent judgment when it comes to calendaring and meeting planning.
• Works well with others and is able to address challenges in professional manner. Communicates well both written and orally. Handles projects and meets deadlines.

• Provides general administrative support. Takes meeting notes.
• Manage and update agendas and monthly business updates. 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 manages 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.
• Orders business cards and stationery. Coordinates new employee office set-ups and onboarding.
• Uses and understands Microsoft Office Suite, and other business-specific software, including the Corporate Travel Web site, and employee performance management systems (as applicable).
• May train/coordinate work for new administrative assistants. Operates with general instruction and some supervision.

• 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 Critical Thinking Skills
• Be 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.

• Company 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, contingent staff are embraced as an integral part of their staffing to meet business objectives.
• 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 the specific team with whom you work.
• Collaborative team environment; creating a positive experience for those working at Company.
• Inter-Campus shuttles to get you from building to building with on demand service that allows you to make the most of your workday.
• Complimentary shuttle service from the Metro to the campus (depending on the region/campus).
• Complimentary coffee service throughout their locations (depending on the region/campus).