Administrative Assistant
Spectraforce
Lake Forest, Illinois
2 years ago
Job Description
Job Title: Admin Assistant
Location: North Chicago, IL
Duration: 1 Year
Conversion to FTE: Possible, but not guaranteed
Schedule: Onsite 5 days/week (preferred); potential for 1 day/week remote once acclimated
Overview:
While this is not a STAR program role, it will report directly to the VP of Legal Operations. The leader is seeking a dynamic and flexible administrative professional who is eager to learn and grow in a non-traditional admin environment.
All candidates with a minimum of 3 years of admin experience are welcome to apply—regardless of overall experience level.
Key Responsibilities:
Preferred Skills & Competencies:
Location: North Chicago, IL
Duration: 1 Year
Conversion to FTE: Possible, but not guaranteed
Schedule: Onsite 5 days/week (preferred); potential for 1 day/week remote once acclimated
Overview:
While this is not a STAR program role, it will report directly to the VP of Legal Operations. The leader is seeking a dynamic and flexible administrative professional who is eager to learn and grow in a non-traditional admin environment.
All candidates with a minimum of 3 years of admin experience are welcome to apply—regardless of overall experience level.
Key Responsibilities:
- Provide day-to-day administrative support to the VP and Legal Operations team.
- Manage complex calendaring and meeting coordination (Teams, Zoom, TelePresence).
- Support planning and execution of training, conferences, and team events.
- Coordinate travel and process expense reports.
- Order and stock office supplies; support facilities-related needs (coffee, paper, notebooks, etc.).
- Edit PowerPoint presentations and prepare business documents, binders, and copy materials.
- Handle confidential correspondence and sensitive information with discretion.
- Interface with internal stakeholders and cross-functional teams.
- Process invoices, shipping requests, and courier scheduling.
- Support onboarding for contracted vendors and new employees.
- Maintain department files in accordance with company policies.
- Comply with all relevant corporate policies and procedures (e.g., privacy, branding, purchasing).
- Provide general administrative assistance as needed and occasional backup support to other executives.
Preferred Skills & Competencies:
- Strong interpersonal and communication skills.
- Ability to prioritize and manage multiple tasks effectively.
- Quick to learn new technologies and business processes.
- High attention to detail and ability to work independently.
- Demonstrated initiative, problem-solving skills, and adaptability.
- Technically proficient with:
- Microsoft Office Suite (Intermediate to Advanced)
- SharePoint
- Concur
- Visio or OrgPlus
- Prior experience in a pharmaceutical or clinical research organization (CRO) environment strongly preferred.
- Some college education preferred.